Executive Assistant to CEO

3 weeks ago

Ottawa, Canada CHEO RESEARCH INSTITUTE Full time

**JOB DESCRIPTION**
**Posting #: RI-23-058**

**Posting Period - November 22nd, 2023 to**

**December 1st, 2023**

**TITLE: Executive Assistant to the Chief Executive Officer of the CHEO Research Institute**

**Full-Time, Permanent Position**
**TERM**:
**COMPENSATION**:
Will commensurate with skills and experience; $56,000 - $60,000

**REPORTS TO**:
Chief Executive Officer, CHEO RI

**SUMMARY**:
The Executive Assistant ensures the efficient operation of both the Chief Executive
Officer’s office and the Chief Operating Officer’s office by providing administrative support which includes the development of relationships, the planning and execution of special projects, and prioritizing of internal and external requests. This role is an integral part of the executive team of the RI. It is a high profile position requiring integrity, professionalism and dedication.

**MAIN RESPONSIBILITIES**

Characteristic responsibilities include:

- Maintain continuous personal awareness of all Research Institute activities falling under the responsibility of the CEO in order to interpret and direct for disposition, inquires and directives from other V.P.’s and Senior

Management and the public by providing assistance and required information verbally and/or in writing.

Maintain filing systems.
- Organize and manage the CEO’s schedule. Determine priorities and arrange meetings (In Person, via Teams and ZOOM), or appointments including confirming attendance, preparing agendas and materials and co
- ordinating catering.
- Make travel and accommodation arrangements and prepare travel claims as required.
- Photocopy, collate, fax and distribute documents. Proofread documents for grammar and spelling.
- Respond to inquiries from Research Institute appointees and their staff.
- Provide assistance for RI Staff in relation to office relocations and purchase furniture (if necessary).
- Responsible for RI office maintenance (e.g. signage; building/office repairs; printers)
- Maintain a close liaison and act as a resource person to the Executive Team of the CHEO RI and Executive Team of CHEO.
- Organizes and prepares Executive Team, Senior Management Committee, RI Administration, and Relationship

Management Committee meeting agendas, attend meetings, and record minutes.
- Maintain current research CV for CEO
- Assess the nature and sensitivity of verbal and written requests, prioritize, and take appropriate action.
- Research, analyze and summarize necessary material for the preparation of reports and correspondence.
- Assist with special projects for and with the CEO (e.g. visiting speakers, retreats, fund raising events, social events).
- Provide support for creation of RI policy and procedure documentation.
- Perform other related duties as assigned by supervisors.

**EDUCATION/EXPERIENCE**:

- Bachelor’s Degree
- 5 years of experience
- Previous experience in a research setting is an asset
- Previous experience working with a Board of Directors mandatory
- Expertise with ZOOM and Microsoft Teams
- Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic/experience requirements

**ADDITIONAL COMPETENCIES/SKILLS**:
Demonstrated ability to:

- Take accurate notes or minutes of meetings and transcribe to final product.
- Take steps to ensure timely completion of tasks by adjusting priorities as required.
- Adapt to changes to meet organizational requirements.
- Communicate effectively and concisely, both orally and in writing.
- Deal effectively with internal and external customers.
- Exercise sound judgement, discretion and a high degree of confidentiality.
- Police record check is required.
- Working knowledge of applicable occupational health and safety legislation; general knowledge of corporate/departmental policies and procedures related to health and safety.

**EFFORT**

**WORKING CONDITIONS**
- Hybrid work model. Minimum 2 days a week on site.

**TO APPLY**

sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities.

Applications will only be considered from those that are eligible to work in Canada. We thank all applicants for their interest, however, only those invited for an interview will be contacted.

**DESCRIPTION DE TRAVAIL**

**Numéro d’affichage : RI-23-058**

**Du 22 ** **Novembre au 1er Decembre, 2023**

**TITRE : Adjointe ou adjoint de direction du directeur général de l’Institut de recherche de**
**CHEO**

**MANDAT : Poste permanent à temps plein**

**SALAIRE**:La compensation sera proportionelle à l’expérience; de 56,000$ - 60,000$

**SUPERVISEURS**:
Directeur général IR de CHEO

**RÉSUMÉ DES**
**FONCTIONS **:L’adjointe ou l’adjoint de direction assure le fonctionnement efficace du bureau du directeur général en fournissant un soutien administratif qui comprend le développement de relations, la planification et l’exécution de projets spéciau

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