Executive Assistant to The Executive Secretary

2 weeks ago

Ottawa, Canada The Professional Institute of the Public Service of Canada Full time

**Location**: Ottawa, On

**Job Term**: Permanent, Full-Time (35 hours a week)

**Salary**: (G5) $77,691 to $97,115

**Benefits**: Group Benefits Plan (Health, Dental), Pension Plan, 4 weeks’ vacation, and other generous leave.

The Professional Institute of the Public Service of Canada, a national union representing some 70,000 professionals and scientists throughout Canada, requires a Bilingual **Executive Assistant to the Executive Secretary** for its National Office.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought - and of people - are recognized, valued, and considered essential to achieving our goals and objectives. We are making concerted efforts to foster a workforce that is representative of our diverse membership.

**What can I expect to do in this role?**

Under the direction of the Executive Secretary, the Executive Assistant provides confidential and administrative assistance, advice, and support to the Executive Secretary and the Institute’s Board of Directors.

This position administers a variety of functions for the Board including records and document control/management, review and analysis, preparation of information for board members, and coordination of board projects and board appointment activities.

Major responsibilities include:

- Provide confidential administrative support including but not limited to,: meeting arrangements, report creation and maintenance, project support, preparation of business travel & seminar arrangements, agenda development, expense reconciliation, and minute taking.
- Review correspondence, research information, and prepare responses. Prepare and maintain electronic and paper files.
- Prepare and disseminate Board information, packages and related documents to appropriate individuals. Coordinate invitations to Board meetings, as required.
- Act as recording secretary for the Board of Directors meetings Board Committees, and Resolutions Sub-Committee Coordinate, prepare, and distribute agendas, notices of meetings, and meeting packages.
- Take and transcribe formal minutes of meetings. Distribute Board minutes as per Institute policy.
- Act as replacement recording secretary for the Management Committee, Executive Committee and Institute AGM.
- Make arrangements for accommodation and travel for the Board of Directors meetings, as well as other various committee meetings.
- Participate in preparations for the AGM, as required.
- Assist with preparing and distributing Board motions, Board Committees,Management Committee and Operations Committee decisions to appropriate individuals for action. Assist with follow-up with appropriate individuals to track and report status and implementation of decisions to Executive Secretary.
- Ensure Policy and By-Law changes adopted by the Board of Directors or AGM are included in the Institute’s Policies and By-Laws.
- Ensure appropriate access to Board materials, including through the shared drive, intranet and internet sites for the public, members and staff.
- May interface with regulatory bodies on governance issues related to the Institute’s Board of Directors.
- Maintain all official data, minutes, and records of the Institute’s Board of Directors and AGM and make recommendations to the Executive Secretary on destruction/archiving as appropriate.
- Participate in multi-disciplinary teams assigned to special projects and work collaboratively with employees in other sections.

**How do I qualify?**
- Two (2) year college program, or equivalent, in a relevant field of study.
- Five (5) to eight (8) years’ experience in senior administrative positions performing executive assistant duties, or an equivalent combination of education and experience.
- Fluency in both official languages (French and English) **is required.**

The Executive Assistant requires:

- Knowledge of Parliamentary procedures.
- Knowledge of office management.
- Knowledge of financial administration.
- Experience providing confidential administrative support, including coordinating calendars, preparing standard operating procedures, ensuring appropriate file management.
- Experience recording and transcribe notes at meetings and prepare agendas, minutes, motions, and executive summaries.
- Experience providing administrative support to the Board of Directors.
- Experience organizing meetings, logistics and disseminating meeting information.
- Experience writing reports, correspondence, and document preparation at the Board level, including proof-reading and editing materials.
- Experience researching governance related matters and preparing responses.

**How to apply**:
Please submit a **cover letter** and **resume. **Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.
- We thank all applicants for their interest. Only those selected for a

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