Executive Assistant

1 month ago

Ottawa, Canada Canadian Centre on Substance Abuse Full time

**Position**:
**Executive Assistant**

**Reports to**:
**Office Manager**

**Profile Date**:
**May 2024**

The Canadian Centre on Substance Use and Addiction (CCSA) changes lives by bringing people and knowledge together to reduce the harms of alcohol and other drugs on society. We partner with public, private and non-governmental organizations (NGOs) to improve the health and safety of people living in Canada. An NGO with a national focus, CCSA envisions a healthier Canadian society where evidence transforms approaches to substance use.

CCSA acknowledges that First Nations, Métis and Inuit people are the holders of Traditional Indigenous Knowledge. We respect the power of the Indigenous ways of knowing and of Traditional Indigenous Knowledge and commit to learning about and incorporating this knowledge into our work with proper guidance.

Reporting to the Office Manager, the Executive Assistant is responsible for managing the day-to-day administrative requirements for the office of the Chief Operating Officer (COO) to help ensure the smooth management of the overall organization by providing administrative support to the COO. This position is part of an administrative support team that assists other divisions within CCSA as needed.

**Responsibilities and Accountabilities**
- Manage the COO’s calendar, including assessing priorities and scheduling meetings or events
- Facilitate communication between CCSA staff members and the COO and/or CEO
- Manage the flow of documents and correspondence for review and approval by the COO
- Brief the COO on upcoming events, meetings and documents for review, prioritizing as required
- Draft meeting agendas, prepare meeting packages, and perform minute taking for all other meetings as assigned
- Organize leadership retreats (includes schedule/timelines, venues/logistics, agendas, meeting packages and minutes)
- Support the Strategic Initiatives process and liaise with staff and Directors to ensure that the schedule is followed accordingly
- Manage the COO’s travel arrangements and accommodations as required
- Format, proofread and prepare documentation and correspondence for the COO
- Ensure follow-up on outstanding action items that have been delegated to staff from the COO
- Update contact databases and records management systems
- Create and manage list of items assigned to Directors for Board meetings
- Support logistics of internal and external collaborators events during Board meetings and other assigned meetings

This position profile is designed to provide an overview of the main responsibilities for the role. Other responsibilities not identified in this position profile may be assigned based on the person’s experience and operational requirements.

**Qualifications**
- 8 - 10 years of progressive administrative assistant experience with a minimum of 4 years as an Executive Assistant to a senior executive
- The minimum level of knowledge is normally attained through completion of a 3-year Community College program in business administration, or equivalent professional practice in the administrative field
- Ability to communicate effectively and tactfully with staff, Board members, senior government officials and the public
- Knowledge of formal and informal protocols and methods of supporting senior management level positions
- Strong organizational and customer service skills
- Proactive, independent worker while also fostering collaborative teamwork to achieve collective goals.
- Ability to work well under pressure with multiple changing demands and deadlines
- Sound judgment, courtesy, dependability and discretion required
- Software: MS Office (Outlook, Word, Excel, PowerPoint) and PDF Expert is essential
- Excellent oral and written communications in English

**Assets**
- Bilingualism in English and French
- Knowledge of contact management databases

CCSA is committed to equity, diversity and inclusion in all aspects of our work. As an organization, we are committed to ensuring that First Nations, Métis and Inuit people and all equity-deserving groups are fully represented, including women, people of colour, people with disabilities and people who are 2SLGBTQ+.

No agencies please.

CCSA was created by Parliament to provide national leadership to address substance use in Canada. A trusted counsel, we provide national guidance to decision makers by harnessing the power of research, curating knowledge and bringing together diverse perspectives.

CCSA activities and products are made possible through a financial contribution from Health Canada. The views of CCSA do not necessarily represent the views of the Government of Canada.

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