Executive Assistant

2 weeks ago

Guelph, Canada The Nature Conservancy of Canada Full time

**Location**: Flexible / Guelph, Ontario preferred
**Position details**: Full-time, 16-month contract

**Salary Range**: $52,440-$59,039 annually

Taking care of our environment has never been more important than it is today. The Nature Conservancy of Canada (NCC) is looking for an Executive Assistant to join a team committed to protecting our most important natural areas and the plants and animals they sustain.

NCC is the nation’s leading not-for-profit, private land conservation organization, working to protect our most important natural areas and the species they sustain. Since 1962 NCC and its supporters have protected 14 million hectares (more than 35 million acres) of ecologically significant land across Canada. NCC takes a collaborative, science-based approach to achieve conservation success for the sake of nature and Canadians. With a national office in Toronto and seven regional offices across the country, NCC delivers results you can walk on.

**Position Summary**

The Executive Assistant will provide administrative support to the Vice-President of Conservation Policy and Planning, the Conservation Policy & Planning (CP&P) business unit, and NCC’s Conservation Committee of the National Board. The Executive Assistant to the VP Conservation Policy and Planning will:

- Provide support to the VP Conservation Policy and Planning including full management of the VP’s calendar, scheduling meetings and activities, tracking tasks, writing correspondence, answering enquiries, making travel arrangements, recording expenses, and assisting with general team administration and management.
- Tracking and reporting on all VP government lobbying activities.
- Track the completion of the VP’s and direct reports’ work plans and performance management plans.
- Assist with hiring, onboarding, document organization and other team HR-related administration for CP&P.
- Coordinate CP&P team engagement, including weekly huddle calls, opportunities for social connection and leading an internal committee to plan CP&P’s annual staff retreat.
- Coordinate and support CP&P’s Business Planning process, including reporting on Business Plan progress and improving tools for annual Business Plan development.
- Coordinate CP&P’s management team, including scheduling of management team meetings, preparing agendas, taking minutes, and tracking actions.
- Provide guidance and direction to staff in respect to the content and preparation of reports being submitted to the VP Conservation Policy and Planning.
- Manage research and preparation of appropriate briefing materials for each function/meeting the VP Conservation Policy and Planning is required to attend, including speeches, background materials, reports, agendas etc.
- Troubleshoot on behalf of VP Conservation Policy and Planning.
- Act as Secretary to the Conservation Committee of the Board and be responsible for the record keeping of all Committee activities, maintaining the critical path and tracking actions, coordinating staff presentations to the Committee, taking minutes at all Conservation Committee meetings, and preparing the Chair’s report to the Board.
- Liaise effectively with senior management, board directors, government officials, industry partners and donors.
- Other duties as assigned, including providing back up for other Executive Assistants as required.

**Position Requirements**
- Degree in administration, executive support or related field; undergraduate degree in biology or related field is an asset.
- Fluent in written and spoken English is essential; familiarity with written and/or spoken French, or willingness to learn would be an asset.
- Previous experience as an executive/administrative assistant is needed.
- Experience in executive calendar management.
- Experience coordinating travel for executives.
- Advanced technical ability of Microsoft Office products (Outlook, Word, Power Point, and Excel)
- Strong interpersonal skills and effective communication skills are essential in this position. The incumbent must be able to cope with volume, frequent changes in priorities, and many interruptions throughout the day. The incumbent is expected to show initiative where appropriate as well as anticipating needs.
- Good organization skills, problem solving skills, ability to make decisions, sound judgement, event planning, managerial skills, logístical thinking, finance/budgeting knowledge.
- Adaptability and flexibility to embrace a wide range of tasks as needed to support a large, geographically disbursed team.
- Ability to maintain confidential and sensitive information.
- Attention to detail.
- Incumbent will need to be skilled in working in a team environment and be able to influence peers and senior staff to achieve the desired end result.
- Flexibility and willingness to occasionally work extended hours and/or travel to accommodate unexpected issues, workload, meetings or events.
- Experience using relationship management and financia

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