Executive Assistant

3 weeks ago

Ottawa, Canada Actua Full time

**About this opportunity**

Actua is looking for an exceptional administrative professional to fill the role of _**Executive Assistant to the CEO**_ and to provide additional administrative leadership to our team in Ottawa. This is a unique opportunity to work closely with an influential leader while contributing to the success of the company and gaining invaluable professional experience. If you are an organized, high-performing individual who sees the value in working to make others’ jobs easier, you could be the right fit for Actua’s _**Executive Assistant to the CEO **_position. This is a full-time in-office position located in Ottawa, reporting to the CEO, Jennifer Flanagan.

Actua is Canada’s leading science, technology, engineering, and mathematics (STEM) outreach organization, preparing youth to be innovators and leaders by engaging them in exciting and accessible experiences that build critical skills and confidence. We focus on engaging the hardest-to-reach youth in Canada ensuring they have the opportunity to develop essential STEM skills. Actua represents and supports a network of 43 members located at universities and colleges across Canada and provides this network with resources, funding, and advocacy at the national level. As a national charity, Actua is governed by an amazing Board of Directors.

**About you**:
You are a highly dedicated and loyal person who possesses an unwavering passion for administrative support work. You thrive on the opportunity to provide seamless assistance to executives and teams, going above and beyond to ensure the success of our CEO.

Your attention to detail is impeccable, and you take pride in your ability to anticipate needs and proactively address them. You understand the importance of efficient calendar management, meticulous documentation, and streamlined communication. Your organizational skills are second to none, allowing you to effortlessly juggle multiple tasks and prioritize effectively.

One of your greatest strengths is your exceptional ability to problem-solve. You approach challenges with a positive mindset and eagerly seek innovative solutions. Your resourcefulness and adaptability enable you to navigate complex situations with ease, finding ways to streamline processes and improve overall efficiency.

Lastly, beyond your technical skills, your interpersonal skills are exemplary. You excel at building strong relationships and fostering effective communication among team members. You naturally possess a genuine sense of empathy and a great sense of humour which shines through in your interactions with colleagues and stakeholders.

**What you will do**:
**Executive Support**: The success of our CEO will be your top priority You’ll assist the CEO with operational tasks and act as the point of contact between the leadership team and both internal and external colleagues. You’ll review daily activities, schedule appointments, manage correspondence, maintain calendars, and help keep things running smoothly as well as assist with personal errands.

**Board Support & Liaison**:You’ll serve as the CEO’s administrative liaison to the Board of Directors. You’ll assist in coordinating Board meetings, preparing materials, agendas, and taking minutes. Your utmost duty is to seamlessly synchronize all the planned events and activities for our wonderful board members.. You’ll also be tasked with the intake of new Board members and managing correspondence for meetings, including advance distribution of materials before meetings.

**Calendar Management**: You’ll efficiently manage the CEO's complex schedule, including organizing and confirming meetings, preparing background information, and providing administrative support during meetings. Proactively anticipating scheduling conflicts and prioritizing appointments to optimize time management is a skill you naturally excel at.

**Administrative Leadership**: You’ll guide our administrative team to guarantee that all administrative tasks, site logistics, and activities are completed effectively. This includes supervising the administrative assistant in their daily work and ensuring the smooth operations of the Ottawa office.

**Information Management**: You’ll maintain and organize confidential files, documents, and records for the CEO and the Board. You’ll also ensure timely access to information for meetings, projects, and strategic decision-making.

**Logistics**:You’ll manage our office’s security, and phone systems, and work with our landlord to facilitate any repairs or work that needs to be done in our space. At times you will also help facilitate internal processes such as procurement, contracting, and purchasing.

**Events**:You’ll assist with the planning of any hospitality related to events including the logistics, catering, invitations, volunteers and supply needs, and coordination of transportation as required.

**Travel**:You’ll coordinate travel arrangements and acc

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