Executive Coordinator, Directorate
2 months ago
**Location: On-site, National Gallery of Canada, 380, Sussex Drive, Ottawa
Supports the Director, Executive Office by planning and coordinating high-level, confidential administrative and management functions, in accordance with the priorities, goals, policies and objectives established by the Director & CEO and the Board of Trustees. Manages the planning and scheduling of the Director & CEO's complex calendar and related meetings.
• 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.
• 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.
• 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.
• Knowledge of government structure related to Gallery's activities.
• Knowledge of the National Joint Council Travel Directive.
• Knowledge and understanding of local, national, and international art-related institutions and organizations, their representatives and structure in order to support the Director & CEO's activities and travels.
• 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.
Demonstrates the following behaviours:
• Commitment: supports/promotes the values and objectives of the NGC Board and Director & CEO.
• Initiative and Strategic Thinking: anticipates future challenges, problems, or opportunities, proposes and/or undertakes actions that will prevent potential problems or take advantage of opportunities.
• Team Orientation: ability to develop a strong team to support the needs of the Directorate; create positive team working relationships.
• Problem Solving and Decision-Making: use of excellent judgement skills to choose and plan appropriate solutions to current problems.
• Coaching: provides guidance to team members.
• Relationship Building: identifies contacts and builds relationships on behalf of the Directorate; maintains relationships on an ongoing basis.
• Self-Confidence: demonstrates self-assurance, ability to draw upon one's knowledge, skills and abilities in a manner that corresponds to the need of the situation; demonstrates professional credibility and integrates lessons learned into future work plans.
• Discretion: exercises care in sharing information of a delicate nature.
Notice to Applicants: The People, Culture and Belonging team of the National Gallery of Canada, invites selected applicants for interviews by way of written communication via email as per the NGC Staffing Process. Should applicants opt to unsubscribe from receiving emails regarding employment in this organization, please note that we will not be able to communicate with you to participate in the interview process. We encourage applicants to update their career profiles, ensure Email Communication Consent preferences are set to allow emails and check email junk/spam folders regularly.
We encourage applicants to update their career profiles, ensure Email Communication Consent preferences are set to allow emails and check email junk/spam folders regularly.
Condition of Employment
• Must meet the bilingual requirement to be invited to the interview process.
• Reliability Status - this factor is not used at the pre-selection stage.
• A variety of assessment tools may be used to assess candidates.
• The Gallery is committed to developing inclusive, barrier-free selection processes and work environment. Alternative selection tool methods and/or reasonable accommodation are available upon request.
• Candidates are encouraged to self-identify as a member of one or more employment-equity designated groups through the questions in the online application process.
• The National Gallery of Canada values and celebrates everyone's life experiences, their voices and their histories, and are committed to the principles of Justice, Equity, Diversity, Inclusion and Accessibility (JEDI&A) in accordance with the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We are committed to having a skilled, diversified workforce that reflects Canadian society and invite applications from Indigenous, Black and racialized communities, women, persons with disabilities, and members of 2SLGBTQIA+ communities.
• Candidates are entitled to participate in the selection process in the official language of their choice.
• Note: Applicants selected for interviews will receive email correspondence from the People, Culture and Belonging team at the National Gallery of Canada. If you have applied for a position at the NGC, please ensure that your career profile is up to date and that you have set Email Communication Consent preferences on this site to allow emails.
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