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.

  • Executive Assistant

    1 month ago

    Ottawa, Canada Greener Homes Group Full time

    **Executive Assistant** Greener Homes Group is seeking an Executive Assistant. The Executive Assistant will work closely with the CEO to manage daily administrative tasks and assist in coordinating events. The Executive Assistant will also be responsible for maintaining a professional image and communicating with clients. This is a hands-on position,...

  • Executive Assistant

    1 month ago

    Ottawa, Canada Colonnade Management Inc. Full time

    Colonnade BridgePort is a full-service real estate company, offering property management and leasing services, acquisition, development, investment management and asset management for commercial and residential properties. Colonnade BridgePort is headquartered in Ottawa with offices in the Greater Toronto Area (“GTA”), and our continued growth and...

  • Executive Assistant

    1 week ago

    Ottawa, Canada Egg Farmers of Canada Full time

    **Executive Assistant** Egg Farmers of Canada is presently seeking an experienced Executive Assistant to support the Chief Executive Officer (CEO) and Chair of the Board. Reporting to the CEO, the Executive Assistant is responsible for providing administrative support directly to the CEO and the Chair of the Board, as well as providing backup support to the...

  • Executive Assistant

    2 weeks ago

    Ottawa, Canada Express Employment Professionals - Ottawa East Full time

    Our exclusive client, an international charitable organization, is looking for an experienced Executive Assistant to support the Chief Executive Officer (CEO). The role of the Executive Assistant is to identify, develop and implement processes to increase efficiencies within the CEO’s office includ

  • Executive Assistant

    3 weeks ago

    Ottawa, Canada Altis Recruitment Full time

    Our healthcare client is seeking an Executive Assistant to join their team on a permanent full-time basis. Perks: Hybrid work model, 4 weeks' vacation, employer paid benefits, shutdown between Christmas & New Years, flexible hours, Personal + Sick days and more! The ideal candidate MUST have experience supporting a Director or...

  • Executive Assistant

    3 weeks ago

    Ottawa, Canada Altis Recruitment Full time

    Our healthcare client is seeking an Executive Assistant to join their team on a permanent full-time basis. Perks: Hybrid work model, 4 weeks' vacation, employer paid benefits, shutdown between Christmas & New Years, flexible hours, Personal + Sick days and more! The ideal candidate MUST have experience supporting a Director or...

  • Executive Assistant

    3 weeks ago

    Ottawa, Canada Altis Recruitment Full time

    Our healthcare client is seeking an Executive Assistant to join their team on a permanent full-time basis. Perks: Hybrid work model, 4 weeks' vacation, employer paid benefits, shutdown between Christmas & New Years, flexible hours, Personal + Sick days and more! The ideal candidate MUST have experience supporting a Director or...

  • Executive Assistant

    3 weeks ago

    Ottawa, Canada Altis Recruitment Full time

    Our healthcare client is seeking an Executive Assistant to join their team on a permanent full-time basis.Perks: Hybrid work model, 4 weeks' vacation, employer paid benefits, shutdown between Christmas & New Years, flexible hours, Personal + Sick days and more!The ideal candidate MUST have experience supporting a Director or Executive.Responsibilities Build...

  • Executive Assistant

    1 month ago

    Ottawa, Canada Kinaxis Full time

    At Kinaxis, who we are is grounded in our common belief that people matter. Each one of us plays an important part in accomplishing our work, building our culture and making a global impact. Every day, we're empowered to work together to help our customers make fast, confident planning decisions. This is how we create a better planet - for each other, for...

  • Executive Assistant

    5 days ago

    Ottawa, Canada TerraFixing Inc. Full time

    **Position**: Executive Assistant **Compensation**: $58,200 - $69,400 **Reports to**: Chief Operations Officer **Employment Type**: Full Time **Location**: Ottawa, ON **Position overview**: We are seeking an experienced, highly motivated and detail-oriented Executive Assistant to support our Chief Operations Officer (COO) and co-founder. Our company, a...

  • Executive Assistant

    1 month ago

    Ottawa, Canada Calian Full time

    For more than 40 years, Calian has been solving the world’s most complex problems by pairing the brightest minds with powerful technology. Calian solutions impact the world; from the satellites in space that connect us to the farms that feed us, from the medical professionals who care for us to the governments, schools and companies that make the world...

  • Executive Assistant

    3 weeks ago

    Ottawa, Canada Altis Recruitment Full time

    Our healthcare client is seeking an Executive Assistant to join their team on a permanent full-time basis.Perks: Hybrid work model, 4 weeks' vacation, employer paid benefits, shutdown between Christmas & New Years, flexible hours, Personal + Sick days and more!The ideal candidate MUST have experience supporting a Director or Executive.ResponsibilitiesBuild...

  • Executive Assistant

    3 weeks ago

    Ottawa, Canada Altis Recruitment Full time

    Our healthcare client is seeking an Executive Assistant to join their team on a permanent full-time basis.Perks: Hybrid work model, 4 weeks' vacation, employer paid benefits, shutdown between Christmas & New Years, flexible hours, Personal + Sick days and more!The ideal candidate MUST have experience supporting a Director or Executive.ResponsibilitiesBuild...

  • Executive Assistant

    3 weeks ago

    Ottawa, Canada Altis Recruitment Full time

    Our healthcare client is seeking an Executive Assistant to join their team on a permanent full-time basis. Perks: Hybrid work model, 4 weeks' vacation, employer paid benefits, shutdown between Christmas & New Years, flexible hours, Personal + Sick days and more! The ideal candidate MUST have experience supporting a Director or Executive. Responsibilities ...

  • Executive Assistant

    3 weeks ago

    Ottawa, Canada Altis Recruitment Full time

    Our healthcare client is seeking an Executive Assistant to join their team on a permanent full-time basis.Perks: Hybrid work model, 4 weeks' vacation, employer paid benefits, shutdown between Christmas & New Years, flexible hours, Personal + Sick days and more!The ideal candidate MUST have experience supporting a Director or Executive.ResponsibilitiesBuild...

  • Executive Assistant

    1 month ago

    Ottawa, Canada Ottawa Inner City Health Full time

    Ottawa Inner City Health is seeking an** Executive Assistant** to join our Administrative Team. The Executive Assistant will be responsible for a wide variety of administrative duties in support of the Chief Executive Officer (CEO) and other senior management members. **Qualifications**: - Post Secondary Diploma in Business Administration, or relevant...

  • Executive Assistant

    3 weeks ago

    Ottawa, Canada The Royal Canadian Geographical Society Full time

    The Royal Canadian Geographical Society’s Executive Assistant works directly with the CEO, showcasing a flawless attention to detail, while managing multiple tasks and priorities in a fast-paced environment. The Executive Assistant has an accountability mind-set and supports the CEO in an administra

  • Executive Assistant

    3 weeks ago

    Ottawa, Canada MultiCraft Full time

    Title: Personal & Executive Assistant As _Personal & Executive Assistant_, you will be assisting the Vice President and CEO with a broad variety of tasks and assignments, with a strong focus on travel arrangements. Your role within the company is to support the Executive Team, to provide the necessary tools, resources and information needed for them to make...

  • Executive Assistant

    1 month ago

    Ottawa, Canada Action Canada for Sexual Health and Rights Full time

    **Role Overview** We are currently hiring a full-time **Executive Assistant** to be based out of our Ottawa office. Reporting to the Executive Director, the Executive Assistant will be responsible for supporting the governance function of the organization; assisting the Executive Director in organizing and scheduling meetings; and supporting operational,...

  • Executive Assistant

    1 month ago

    Ottawa, Canada The Child Development Centre Full time

    **Would you like to accelerate your career at a company that is building solutions to enhance people’s lives? Here’s your chance!** **Job Title**:Executive Assistant **Location**: Ottawa **Job Type**:Permanent, full-time **Job Status**:Hybrid with flexible working hours **Reports to**:Senior Vice President, Operations **Compensation**: $70-80K based on...