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Executive Assistant

4 months ago

Ottawa, Canada EORLA ALREO Full time

**Position Overview**

**The hiring salary range for this position is from $73,499.40 to $84,479.85**

Provides day-to-day management and administrative support to the Office of the EORLA Leadership Team (Chief Operating Officer; VP, Finance and Administration; and VP Human Resources). Provides administrative and logistics support to the various Committees as required.

**Responsibilities include**:
Coordination and Planning
- Triages and responds to requests for information or materials from both internal and external stakeholders.
- Liaises with the executive team for the transfer and coordination of information and deliverables on behalf of the Chief Operating Officer; VP, Finance and Administration; and VP Human Resources.
- Manages calendars including prioritizing and accepting or declining invites, arranging meetings and related logistics, and tracking critical timelines and deadlines.
- Coordinates preparation and flow of information and materials for meetings, events and engagements.
- Tracks emerging issues, undertakes information gathering and keeps Chief Operating Officer; VP, Finance and Administration; and VP Human Resources informed.
- Reacts to emerging situations and crises, and modifies schedules, meetings, travel and briefings accordingly.

Committee Support
- Provides support to the Chief Operating Officer; VP, Finance and Administration; and VP Human Resources for Committees in the creation and distribution of the agenda, past minutes and supporting materials.
- Arranges meeting logistics.
- Maintains Committee document management and files (arranges, organizes, updates and archives).
- Attends meetings and prepares minutes for approval.
- Liaison with Committee members or when needed.

Financial Management
- Assists with preparation and verification of budget submission and on-going expenditure monitoring and variance reporting.
- Oversees receipt, processing, verification, reconciliation, and completion of payment of invoices and expenses.

Document Management and Office Administration
- Creates, or assists with creation, of forms and templates.
- Maintains tracking systems for documents and deliverables - both hard copy and electronic.
- Maintains databases and filing systems including file set up, data entry, data validation and archiving.
- Arranges for translation services.
- Completes internet searches to identify and retrieve information, reports, publications, etc.
- Photocopies, faxes and scans a range of documents and information.
- Arranges for courier/mail services.

**Basic Requirements**
- Completion of a college diploma in office administration;
- Minimum of five years of previous experience in an administrative support function;
- Strong knowledge of office administration practices including time management, document management, scheduling, minutes/transcription, financial support and customer service;
- Excellent communication and interpersonal skills;
- Knowledge of committee/board policies, practices and requirements;
- Ability to exercise a high degree of confidentiality;
- Knowledge of relevant regulatory and accreditation practices and medical terminology;
- Well organized with proven time management skills and multi-tasking ability;
- Knowledge and experience with office hardware (computers, photocopiers, scanners);
- Proficient in Microsoft Office 365 Applications (Word, Excel, PowerPoint, Outlook, Teams).

As a pre-condition of employment, all new EORLA employees will be required to obtain and provide a satisfactory Criminal Records Check dated within six (6) months from the date of issue.

*Mandatory Vaccination Policy*
Per EORLA's COVID-19 Vaccination Policy, if you are successful in the selection process, an offer of employment is conditional upon presentation of government issued documentation confirming that you have been fully vaccinated with a vaccine that has been approved in Canada. Any individual who cannot be vaccinated on medical grounds or other grounds recognized by the Human Rights Code can request an accommodation.

Please note that with respect to the COVID-19 pandemic, the Ontario Human Rights Commission’s (OHRC) position has been that a singular belief or personal preference against vaccinations and/or masks is not protected on the ground of creed under the?Code.
**Rotation/Shifts**

Days, 8 hour shifts (08:00-16:00). For information purposes only - EORLA reserves the right to change.

**Preferred Qualifications**
- Bilingual (French and English) is considered an asset.

**Equal Opportunity Employer**

The Eastern Ontario Regional Laboratory Association (EORLA) is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the selection process.

**Application Information