Executive Coordinator

3 weeks ago

Ottawa, Canada NAFC Full time

**Job Description**Executive Coordinator**

**Job Overview**

As an executive coordinator at NAFC, under the direction of the CEO, you will act as the administrative point of contact, and provide personalized administrative support in a well-organized and timely manner to the CEO, senior director, and board members.

**Key Responsibilities**
- Act as the point of contact between the executives and internal/external clients;
- Undertake the tasks of receiving calls, taking messages and routing correspondence;
- Handle requests and queries appropriately;
- Maintain calendars, arrange meetings and appointments, and provide reminders;
- Make travel arrangements;
- Develop minutes and keep a record of action items;
- Draft letters, reports, presentations and briefs;
- Develop and carry out an efficient documentation and filing system.

**_Note:_**_ This job description is not designed to cover or comprehensively list activities, duties, or tasks. Instead, responsibilities may change, or new ones may be assigned, as required, that contribute to the overall success of NAFC._

**Qualifications**
- Proven experience as an Executive Administrative Assistant, Senior Executive Assistant or other secretarial position;
- Complete comprehension of office management systems and procedures;
- Excellent knowledge of MS Office;
- Being able to work in both official languages is an asset. Fluency in an Indigenous language is also an asset;
- Exemplary planning and time management skills;
- Ability to multitask and prioritize daily workload;
- High-level verbal and written communications skills;
- Discretion and confidentiality;
- Degree in business administration or a relative field; additional qualification as a personal assistant would be considered an advantage.

**Description du poste**Coordonnateur administratif ou coordonnatrice administrative**

**Aperçu du poste**

En tant que coordonnateur administratif ou coordonnatrice administrative de l'ANCA, sous la supervision de la présidence générale, vous agirez en tant que personne-ressource pour l’administration et fournirez un soutien administratif personnalisé à la présidente-directrice générale, au directeur principal et aux membres du conseil d'administration, de manière bien organisée et en temps opportun.

**Principales responsabilités**
- Servir de personne-ressource pour les cadres et les clients internes et externes.
- Assumer la réception des appels, la prise de messages et l'acheminement de la correspondance.
- Traiter les demandes et les requêtes de manière appropriée.
- Gérer les calendriers, planifier les réunions et les rendez-vous, et fournir des rappels.
- Prendre les dispositions nécessaires pour les déplacements.
- Rédiger des procès-verbaux et consigner les mesures à prendre.
- Rédiger des lettres, des rapports, des présentations et des notes d'information.
- Concevoir et mettre en œuvre un système efficace de documentation et d'archivage.

**_Remarque :_**_ La présente description de poste ne se veut pas une liste exhaustive des activités, des fonctions ou des tâches. En revanche, les responsabilités peuvent changer ou de nouvelles responsabilités peuvent être attribuées, selon les besoins, pour contribuer au succès global de l’ANCA._

**Qualifications**
- Expérience confirmée en tant qu'adjoint administratif ou adjointe administrative de direction, adjoint ou adjointe de direction principal ou dans un autre poste de secrétariat.
- Compréhension totale des systèmes et procédures de gestion de bureau.
- Excellente connaissance de MS Office.
- La capacité à travailler dans les deux langues officielles est un atout. La maîtrise d'une langue autochtone est également un atout.
- Compétences exemplaires en matière de planification et de gestion du temps.
- Capacité à effectuer plusieurs tâches à la fois et à hiérarchiser la charge de travail quotidienne.
- Compétences de haut niveau en matière de communication orale et écrite.
- Discrétion et confidentialité.
- Diplôme en administration des affaires ou dans un domaine connexe; une qualification supplémentaire en tant qu’assistant personnel ou assistante personnelle serait considérée comme un avantage.

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