Executive Coordinator(Bilingual)

Adecco is currently recruiting for an Executive Coordinator (Bilingual) for a permanent full-time opportunity. This role is with our public sector client based in Ottawa, ON. The successful candidate must hold a valid Enhanced Reliability Security Clearance or be eligible for one.

The Executive Coordinator (Bilingual)will have the following responsibilities:

• Manages and oversees incoming and outgoing emails, mail, calls, and depending on content, responds/redirects on behalf of the Director & CEO.
• Assesses inquiries directed to the Director & CEO’s office, determines the appropriate course of action, and either addresses the inquiry directly or delegates to the appropriate individual to respond.
• Analyses requests originating from artists either directly, through their embassies or by others in an effort to promote or influence exhibits that are received in the Director & CEO’s office; redirects the requests and/or provides background in advance of what the visibility of the artists/collections is at the Gallery.
• Follows up and/or provides guidance/recommendations/clarifications on correspondence from the Director & CEO, senior management, curators, and other staff members.
• Oversees and conducts research for the preparation of materials required in advance and within appropriate timelines for upcoming meetings and events, in support of the Director & CEO.
• Liaises with Public Affairs & Marketing to ensure all speaking notes and briefing material are prepared and submitted in a timely manner for a comprehensive review/approval.
• Oversees the preparation of a wide range of communication products for the Directorate Office.
• Reviews and edits all correspondence for the Director & CEO’s signature from other departments to ensure accuracy, pertinence, proper language, and formatting.
• Reviews material to ensure conformity in both official languages, that proper protocol has been maintained, and that the style is appropriate to the Director & CEO; makes changes as necessary and brings any changes to the author’s attention for consideration of future materials provided to Director & CEO.
• Screens all invitations to ensure the ethics requirements are met and are above public scrutiny, replies to select invitations, RSVPs, thank you letters for books/catalogues that require a more thoughtful, personal approach.
• Provides support to the Director, Executive Office for the preparation of the Director & CEO’s Quarterly Reports to the Board of Trustees, after collating all relevant information.
• Summarizes/writes précis for lengthy documents to ensure expediency and efficiency, as required.
• Manages the Director & CEO’s calendar to maximize the most effective use of their time, which requires reviewing, and analysing incoming information to assess priority project scheduling and determine implications to the Director & CEO’s calendar.
• Provides support for various meetings, organizing logistics, creating agendas, ensuring the preparation and distribution of all relevant documents prior to the meeting, and ensuring the follow up of decisions on behalf of the Director & CEO.
• Briefs the Director, Executive Office on the calendar, itineraries, and changes to ensure that the appropriate information and/or documentation is provided.
• Schedules all internal meetings.
• Plans and coordinates meeting logistics, including audio-visual and refreshment requirements.
• Schedules speaking engagements, including the liaising with the Public Affairs & Marketing team for speaking notes, and with the organizations beforehand, as well as, coordinating relevant logistics as necessary.
• Communicates dietary restrictions when the Director & CEO is invited to off-site events.
• Oversees the coordination of all domestic and international travel for the Director & CEO.
• Ensures completion of travel documentation, such as visa or inoculation requirements and, as required, contacts appropriate government agencies to obtain information/requirements.
• Prepares planned travel requests for approval by the Chair of the Board of Trustees.
• Researches and provides travel options for the Director & CEO, in accordance with the National Joint Council Travel Directive.
• Maintains travel preferences for the Director & CEO, such as preferred accommodations, travel providers, seat selections, car rental agencies, account access information.
• Keeps abreast of changes and troubleshoots last minute issues, as required.
• Collects and enters travel/absence information for members of the Senior Management Team on the Director & CEO’s calendar as a quick reference.
• Shares financial/travel information and related implications with the Director, Executive Office.
• Maintains an up-to-date list of VIPs/organizations that the Director & CEO needs to meet during their travels.
• Coordinates the budget for the Directorate by processing invoices, reconciling credit card statements, reviewing variance reports and disclosure reports and other financial tasks.
• Ensures the handling, safekeeping and archiving of the Directorate Office records, working files and materials, including financial, Board and Foundation documents.
• Maintains up-to-date contact information of key stakeholders, government officials, VIPs, VVIPs, etc., for the Director & CEO.
• Provides (personal) support to the Director & CEO, as needed.
• Provides support to the Directorate Office, and members of the Senior Management Team, as required.

The Executive Coordinator (Bilingual)must meet the following mandatory requirements:

• Must be fluent in French and English (writing, reading, speaking)
• Knowledge of the National Joint Council Travel Directive is a preferred asset.
• Strong knowledge of travel arrangement (national and international)
• Experience providing administrative and communications support at the executive level; minimum 10 years’ experience.
• Ability to motivate and engage a team, foster good team relationships.
• Ability to prioritize and to remain focused under pressure to reflect flexibility, adaptability and change responsiveness in an atmosphere of constantly shifting priorities.
• Exceptional and effective complex calendar management skills.
• Superior ability to apply values, priorities, and concepts.
• Ability to exercise significant creative and analytical judgement.
• Knowledge of administrative procedures and policies.
• Ability to work independently and with a high level of autonomy.
• Knowledge of the operations of the Directorate Office is an asset.
• Knowledge of financial policies and procedures to exercise proper purchasing authority as indicated in the delegation of signing authorities.
• Analytical and numerical skills to maintain an accurate operational budget, review and advise on financial resources as they relate to the delivery of objectives.
• Knowledge of the Conflict-of-Interest Act, including ethics compliance requirements is an asset.
• Knowledge of human resources management practices.
• Extensive and thorough knowledge of the Gallery mandate, priorities, and general functioning of the Gallery to effectively support the Director & CEO is considered an asset.
• Knowledge of government structure related to Gallery’s activities is considered in asset.
• Knowledge and understanding of local, national, and international art-related institutions and organizations, their representatives and structure to support the Director & CEO’s activities and travels is a preferred asset.
• Knowledge of main operational software equipment (MS Windows, Outlook, Excel, SharePoint, Teams Meeting, scanner, printers, label printer, photocopier, telephone, etc.).
• Knowledge of bookkeeping principles.
• Knowledge of teleconference equipment and processes.
• Excellent proofreading skills.

If you are interested in applying to our Executive Coordinator, Directorate (Bilingual), please submit your resume as soon as possible by clicking on the 'Apply "