Executive Assistant to Chief Executive Officer
4 weeks ago
Executive Assistant
Permanent, full-time position
Ottawa, Ontario
ABOUT US
The Canadian Nurses Protective Society (CNPS) provides legal advice, risk management services, legal assistance and professional liability protection related to nursing practice to over 150,000 eligible Canadian nurses across all Canadian provinces and territories. A non-profit legal support system created by nurses for nurses, the CNPS is specifically tailored to meet the professional liability needs of nurses in all professional nursing roles.
SCOPE OF POSITION
The Executive Assistant works in partnership with the CEO to effectively prioritize, plan, coordinate and execute the multiple responsibilities and initiatives of the executive office. A self-starter, with careful attention to details, the Executive Assistant maintains a dashboard of the CNPS’s leading strategic priorities, initiatives, and deliverables, actively contributes to the elaboration and execution of project plans, maintains an effective digital filing system, provides administrative support services to the CEO when needed, coordinates the meetings of the Board of Directors, the Annual Members’ Meetings, liaises with external stakeholders and internal staff with the appropriate level of formality and confidentiality.
KEY RESPONSIBILITIES
Office management and administrative support for the CEO
Plan and coordinate the schedule of the CEO
Prioritize demands
Plan and organize stakeholder meetings
Answer and redirect phone calls as required (CEO's Office)
Maintain contact lists
Maintain an organized electronic filing system in SharePoint
Produce, edit, and proofread documents
Coordinate travel arrangements
Perform other administrative support tasks as required
Board and Annual Meetings
Plan and coordinate Board meetings and Board committee meetings, including the scheduling of Board meeting, contracting for appropriate accommodations, participating in the preparation of the agenda and the decision support documents
Record and distribute meeting minutes
Coordinate the replacement of Board members at the end of their terms, and the orientation of incoming Board members
Update and maintain corporate documents, including bylaws, regulations, office policies and procedures
Project management:
Maintain a dashboard of key internal and external priorities and deliverables
Participate in the elaboration of workplans
Monitor progress and deadlines
Identify and report relevant developments
Liaise with internal staff and external stakeholders to support the realization of the priorities and deliverables
REQUIREMENTS
Post-secondary education in business or related discipline (Business Administration and/or Legal Administration preferred) or an equivalent combination of education and experience
3 to 5 years of relevant administrative experience, including minimum 2 years' supporting senior leadership and/or board of directors.
High degree of proficiency with office applications, specifically Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Planner); virtual meeting platforms (MS Teams, Zoom), and file management/collaboration platforms (SharePoint)
Synoptic thinker with the ability to analyze data and identify opportunities
Ability and willingness to commute/relocate to Ottawa
ASSETS
Legal Administration or Law Clerk experience preferred
Professional proficiency in both English and French, written and oral
Experience using databases or customer management systems (Salesforce)
Knowledge of legal and/or medical terminology
KEY COMPETENCIES
Communication
Communicates, both in writing and verbally, in a clear, professional, and timely manner
Uses effective tools and techniques to communicate information internally and externally
Ensures that privacy is respected, and confidentiality is protected in all interactions
Anticipates stakeholder needs and adapts messaging and delivery medium accordingly
Has an in-depth understanding of document management properties
Planning, organization skills, time management
Identifies priorities and works autonomously
Monitors progress and makes necessary adjustments when required
Completes deliverables in a timely manner
Flexibility, adaptability
Adapts well to and welcomes change
Receptive to changing priorities and pivots according to new directions
Attention to detail
Thoroughly accomplishes tasks with the utmost attention placed on accuracy
Adheres to procedures and standards
Problem solving
Recognizes and anticipates implications of various courses of action
Gathers and processes relevant information
Proposes solutions-based recommendations
Teamwork and collaboration
Works cooperatively and effectively with others to set goals, solve problems and make decisions
Is client-focused
Looks for ways to improve service and processes
WHY CHOOSE THE CNPS?
Competitive total compensation package, including salary, comprehensive health & wellness benefits, vacation allowance, sick leave and defined benefit pension plan
Rewarding work in a dynamic, hard-working, positive team environment
Peer mentoring opportunities
Social committee events
HOW TO APPLY?
Please submit cover letter and resume to hr@cnps.ca before 9am (Eastern Time) April 22, 2024.
Please address your application for the attention of Chantal Léonard, Chief Executive Officer.
We thank all candidates for their interest; however, only those candidates considered for an interview will be contacted.
The CNPS welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.
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