Executive Assistant

4 weeks ago

Ottawa, Canada Amnesty International Canada Full time

**Hours**: Full-time (37.5 hours/week)

**Duration**: 6 months contract to cover a leave period

**Location**: Ottawa - Hybrid

**Salary**: 60,786.55

**Travel**: Some travel required between Ottawa and Toronto office

**Deadline**: Applications are accepted until 5pm (eastern time) Monday, May 1st, 2023

The **Executive Assistant** will join Amnesty International Canadian Section (English Speaking) or AICSES during an exciting time as the organization moves forward with its new strategic framework. This individual will work closely with colleagues across the section to implement improved processes, practices, systems, and tools to ensure they are equitable, transparent, and efficient.

**WHAT YOU’LL DO**

**Executive Director Support**
- Support the Executive Director’s calendar by scheduling events, meetings, travel arrangements and troubleshooting scheduling conflicts
- Ensure and proactively build breathing space between meetings and engagements, and keep the ED on track with commitment to self-care, time off and holidays
- Support any travel arrangements including booking accommodation and tickets
- Complete expense reports, invoice processing, monthly expense, and budget reports for the Executive Director
- Foster warm, thoughtful relationships with all who engage with the Executive Director. This role reflects strongly on the organization values and leadership
- Manage requests from staff and external parties as required

**Board Support**
- Provide comprehensive support to the Board of Directors and Board Committees. This may include coordinating and attend meetings; prepare and distribute agendas and meeting materials; arrange meeting facilities and catering; record and maintain minutes and and/other governance tasks as assigned
- Support the logístical planning of Board meetings and events, including but not limited to, the quarterly board mailings, committee meeting schedule/agenda, annual Global Assembly and regional forum, Board retreats, regional and annual Board events
- Respond to questions concerning Board meeting arrangements, receiving and distributing Board documents and background papers on behalf of Board members, and ensuring Board members are informed of meeting arrangements
- Play lead role on board governance affairs, manage board recruitment and orientation, and coordinate with the Fundraising department for any board prospecting activity
- Submit invoices for payment, prepare cheque requisitions and expense reports for the Board of Directors
- Support Board Chair communication needs with relevant materials and information, in collaboration with the SG and ED
- Where needed (and working in partnership with Fundraising), support the cultivation, solicitation and stewardship plans for prospective and current donors, including drafting relevant materials such as briefing notes, meeting materials, and donor correspondence

**Annual General Meeting**
- Support with the coordination and delivery of the Annual General Meeting held each year by ensuring key governance tasks related to the board and membership are timely and completed
- Ensure the Bylaws and Standing Orders are current version and post to membership portal no later than 120 days prior to each AGM
- Draft minutes of the AGM plenary sessions and sent to the Board with required attachments for their review; Post AGM Draft Minutes no later than 60 days prior to each AGM
- Provides support to the various committees (Nominations, Resolution etc.) while adhering to the key requirements outlined
- Provide logístical support to committee chair in planning and providing tools for the committee to meet and carry out their work (i.e.: providing access to Office 365 suite)
- In collaboration with the AGM Committee or various other AGM roles, responsible to coordinate and carry out the tasks associated with providing and online platform for the Board Election
- Act as the rapporteur during the AGM main plenary sessions

**WHAT WE’RE LOOKING FOR IN A CANDIDATE**

**Required Qualifications**
- 3 years of experience providing high level executive support to senior executives and/or board members, preferably in an international organization OR an equivalent of 3-5 years of professional education and related experience
- 2-3 years' experience with organizing annual general meetings for membership-based organizations
- Demonstrated experience with project management and calendar management with excellent organizational and time management skills
- Previous experience coaching, mentoring and managing a team
- Proficiency in Excel, PowerPoint and Microsoft Office suite (Teams, Forms, Planner) is required
- Demonstrated ability to develop effective and comprehensive reports and presentations for various audiences including executives and board members
- Ability to collect, analyze and effectively communicate data
- Ability to manage multiple tasks, prioritize changing demands and proactively anticipate needs
- Ability to demonstrate prof

  • Executive Assistant to the President

    3 hours ago

    Ottawa, Canada International Executive Service Corps Full time

    If you are looking for a career opportunity, want to give meaning to your professional achievements and contribute to making the world a better place by playing a part in international development, and are passionate about organizing and leading administrative responsibilities for a President’s Executive Office, the International Development Research...

  • Executive Assistant to the President

    59 minutes ago

    Ottawa, Canada International Executive Service Corps Full time

    If you are looking for a career opportunity, want to give meaning to your professional achievements and contribute to making the world a better place by playing a part in international development, and are passionate about organizing and leading administrative responsibilities for a President’s Executive Office, the International Development Research...

  • Executive Assistant

    3 days ago

    Ottawa, Canada Blumetric Environmental Inc. Full time

    Employment Type: Full-time, PermanentEmployee Referral Bonus: EligibleRequisition #: 10-101The Opportunity:BluMetric is seeking a dynamic and highly professional Executive Assistant to directly support our senior leadership team. Reporting to the CFO, and responsive to the CEO as needed, the Executive Assistant will support BluMetric’s c-suite to provide...

  • Executive Assistant

    1 day ago

    Ottawa, Canada Blumetric Environmental Inc. Full time

    Employment Type: Full-time, PermanentEmployee Referral Bonus: EligibleRequisition #: 10-101The Opportunity:BluMetric is seeking a dynamic and highly professional Executive Assistant to directly support our senior leadership team. Reporting to the CFO, and responsive to the CEO as needed, the Executive Assistant will support BluMetric’s c-suite to provide...

  • Executive Assistant

    5 days 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 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 days 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, Ontario, 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 Regional Group Full time

    **Executive Assistant** We are seeking an experienced Executive Assistant to support the C-Suite Executives in prioritizing and meeting strategic goals and objectives. **About the role** As a member of the administrative support team, you will: - Maintain confidentiality and discretion in all C-suite matters, recognizing that you represent and are...

  • Executive Assistant

    6 days 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

    4 weeks 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

    5 days 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

    2 weeks ago

    Ottawa, Ontario, 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 expansion...

  • Executive Assistant

    2 weeks ago

    Ottawa, Ontario, Canada Egg Farmers of Canada Full time

    Executive AssistantEgg 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 Board...

  • Executive Assistant

    2 weeks 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 Regional Group Full time

    We are seeking an experienced Executive Assistant to support the C-Suite Executives in prioritizing and meeting strategic goals and objectives. **About the role** As a member of the administrative support team, you will: - Maintain confidentiality and discretion in all C-suite matters, recognizing that you represent and are entrusted with the reputation...

  • 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 to The Executive Secretary

    3 weeks ago

    Ottawa, Canada The Professional Institute of the Public Service of Canada Full time

    **Location**: Ottawa, On **Job Term**: Permanent, Full-Time (35 hours a week) **Salary**: (G5) $77,691 to $97,115 **Benefits**: Group Benefits Plan (Health, Dental), Pension Plan, 4 weeks’ vacation, and other generous leave. The Professional Institute of the Public Service of Canada, a national union representing some 70,000 professionals and...

  • Executive Assistant

    2 weeks ago

    Ottawa, Ontario, Canada Carlington Community Health Centre Full time

    The Executive Assistant offers high-level administrative and organizational assistance to the Executive Director and the Senior Management Team. They also provide executive support to the Board of Directors and its Committees and coordinate corporate-level events and projects.Offers senior administrative assistance to the Executive Director by:Drafting...

  • Executive Assistant

    2 weeks ago

    Ottawa, Ontario, 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 discipline,...