Strategic Assistant to The Chief Executive Officer

2 weeks ago

Ottawa, Canada Canadian Centre on Substance Abuse Full time

**Position**:
**Strategic Assistant to the Chief Executive Officer**

**Reports to**:
**Chief Executive Officer**

**Profile Date**:
**July 2023**

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 Chief Executive Officer (CEO), and in collaboration with the Executive Assistant to the CEO and Corporate Secretary, the Strategic Assistant is responsible for providing support to the CEO through a combination of functions including project management, writing and editing, research and high-level administrative and relationship support. The Strategic Assistant also helps manage relationships with external partners, including representatives of provincial, local and federal government agencies and private-sector organizations.

**Responsibilities**
- Coordinates with the Executive Assistant to the CEO and Corporate Secretary to manage the CEO’s office
- Prepares meeting materials and notes, and ensures follow-up for various meetings with staff, Board members and external collaborators
- Coordinates internal and external special projects with other divisions and organizations on behalf of the CEO
- Coordinates activities with senior officials, parliamentarians and media
- Assists in maintaining relationships with CCSA’s partners and collaborators and assists in strengthening those relationships
- Researches and prepares meeting materials, policy briefings, talking points, presentations and proposals on a variety of matters for key internal or external audiences
- Drafts and reviews various documents including internal and external correspondence
- Creates and maintains files
- Reviews drafts and finished documents for accuracy and grammar, including documents of a sensitive or confidential nature
- Keeps abreast of the CEO’s immediate and long-term commitments and plans, identifies conflicts and flags issues
- Supports other senior team members, particularly executive-level staff, as necessary
- Manages special projects on behalf of the CEO
- Performs other tasks and duties as assigned by the CEO

**Qualifications and Experience**
- Post-secondary education in business administration or a related field or a combination of education, training and related work experience
- Minimum of 3 years’ experience in a fast-paced organization supporting an executive-level individual or team
- Experience providing support in an office environment such as writing formal correspondence, briefing materials and reports, formatting documents, organizing meetings and managing electronic filing systems
- Ability to track deliverables and actions items for the CEO and ensure deadlines are met and priorities are kept
- Strong communication skills in English and French
- Ability to exercise diplomacy, collect information from others, make inquiries and synthesize information effectively
- Demonstrated ability to collaborate with diverse partners within all levels of government, business and nonprofit organizations
- Ability to manage multiple projects and competing priorities
- Strong interpersonal skills with an ability to interact tactfully with staff and partners
- Professional demeanour and a customer service orientation
- Sound judgment, courtesy and discretion
- Dependability and punctuality are essential
- Proficient in the Microsoft Office suite of products

**Assets**
- 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.

The Canadian Centre on Substance Use and Addiction changes lives by bringing people and knowledge together to reduce the harm of alcohol and other drugs on society. We partner with public, private and non-governmental organizations to improve the health and safety of Canadians.

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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