Chief of Staff

3 weeks ago

Ottawa, Canada Hays Full time

Your new company


Hays Specialist Recruitment has partnered with a public sector located in Ottawa, ON. We are looking to hire a Bilingual Strategic Coordination Officer to join their team on a contract basis of 12 months, which has the possibility of permanent. This candidate will be working from their Downtown Ottawa Office on a hybrid basis.



Your new role


  • Maintains, manages and coordinates activities for the President and CEO:
  • Researches and prepares briefing material and crafts internal communications messages for the President and CEO.
  • Maintains and monitors an issue log for the Directorate and Executive Committee members in order to track the identification and resolution of issues related to Directorate and Executive Committee initiatives.
  • Researches and provides the President and CEO with background information, meeting summaries and/or supporting documents in preparation for scheduled meetings, speaking engagements or conferences; coordinates with other departments as necessary for meeting material as required.
  • Conduct follow up internal and external activities, including briefing staff and following up on activities and commitments. Briefs and updates President on ongoing activities and any other potential issues that may arise.
  • Sources and manages a wide range of information and briefing material related to high profile meetings and consultations, researches and prepares information packages, and organizes and plans pre-briefing meetings and sessions with senior management, as required.
  • Supports the Directorate as needed to provide comments for corporate reporting.
  • Supports the President and CEO in the development of responses to external inquiries by researching, gathering, integrating, organizing and compiling relevant reports, analyses and information from various internal and external sources, including tracking high profile reports developed by the Museum.
  • Plan, manage and undertake complex, multi-dimensional strategic analyses and studies to develop evidence-based advice and/or policy positions and/or strategic direction, as assigned, on behalf of the President and CEO and Executive Committee.
  • Assess for the President and CEO the implications of proposed changes to CMN policy and programming on internal operations and external stakeholders.
  • Anticipate, monitor and analyze current and emerging issues that will impact the Directorate or the Museum, and develop/present briefings and reports to provide expert advice, policy options and approaches to senior management, as assigned, with accompanying rationale/justifications to support recommendations.
  • Develop and enhance client/stakeholder networks to catalyze discussion on issues, facilitate the exchange of ideas, keep abreast of issues, integrate information and assess the significance and implications of policy positions, strategies and proposals.
  • Collaborate with government departments and agencies, other museums or Crown Corporations, as assigned, to clarify and influence policies and activities as well as identify opportunities for collaboration and/or alignment, when appropriate. Participate in relevant community, provincial, national and international working groups, as assigned, to represent and articulate the CMN’s policy positions; coordinate and leverage multiple efforts and collaborate on the formulation of a broader strategic policy direction.
  • Provide substantive support to, and coordinate/integrate the input of relevant internal and external stakeholders, committee members, in key Directorate files.
  • Work collaboratively with and help support other staff throughout the organization on relevant matters; may be asked to lead, mentor and support CMN staff on activities and initiatives in order to ensure efficient completion.
  • Aid in the planning, preparation, tracking and follow up actions of Committees meetings agenda items on behalf of the President and CEO, as assigned.
  • Communicates directly, and on behalf of the President and CEO with internal and external stakeholders, as assigned, and provides reliable and timely resolution to enquiries.
  • Aids in the planning, coordination, organization of presentations, briefing notes and supporting documents for internal meetings, as assigned (i.e. Town Hall, committee meetings).
  • Maintains accurate corporate records and files for the President’s office, as assigned, and applies rules pertaining to retention and disposition.
  • Responds to and handles confidential and sensitive information with poise, tact and diplomacy.
  • Aid the President and CEO in the development of the Corporate Plan, Corporate Plan Summary and Annual Report, as assigned, to ensure their timely completion.
  • Leads, as required, projects on behalf of the President and CEO, including defining objectives, establishing parameters of the projects, and planning, monitoring and reporting on the outcomes.
  • Performs other duties or projects as requested by the President and CEO


What you'll need to succeed


  • Researches and prepares briefing material and crafts internal communications messages for the President and CEO.
  • Maintains and monitors an issue log for the branch in order to track the identification and resolution of issues related to Directorate and Executive Committee initiatives.
  • Researches and provides the President and CEO with background information, meeting summaries and/or supporting documents in preparation for scheduled meetings, speaking engagements or conferences; coordinates with other departments as necessary for meeting material as required.
  • Briefs and updates President on ongoing activities and any other potential issues that may arise.
  • Researches and manages a wide range of information and briefing material related to high profile meetings and consultations, prepares information packages, and organizes and plans pre-briefing meetings and sessions with senior management, as required.
  • Supports the Directorate to provide comments for corporate reporting.
  • Supports the President and CEO in the development of responses to external inquiries by researching gathering, integrating, organizing and compiling relevant reports, analyses and information from various internal and external sources, including tracking high profile reports developed by the Museum.
  • Aid in the planning, preparation, tracking and follow up actions of Committees meetings agenda items on behalf of the President and CEO, as assigned.
  • Responsible for maintaining confidentiality of information.


The successful candidate will be required to be in office when required. The role is mostly remote.

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