Executive Assistant

5 months 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 Board of Directors, the Executive Committee, and members of the Executive Management Team as required.

This position is best suited to a detail-oriented administrative professional who thrives in a fast-paced work environment.

**Duties and responsibilities**:
Executive Administrative Support
- Organizes and manages complex schedules and travel itineraries and maintains Outlook calendars for the CEO and Chair.
- Tracks and monitors the multiple projects of the Executive Office, ensures that deliverables are received on a timely basis, and supporting documentation is available to participants.
- Ensures the functioning of the office in the executives’ absence (e.g., reviews correspondence and telephone messages and determines appropriate action).
- Develops communications, meeting/conference material as needed, forms, documents, PowerPoint presentations, Excel spreadsheets and completes expenses/other record-keeping databases.
- Works closely and effectively with the CEO and Chair to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Provide back-up support to the Corporate Secretary (e.g., taking minutes of Board, executive or other committee meetings as required).
- Assist CEO with recognition of staff or special employee milestones.
- Facilitate and coordinate quarterly meetings for all EFC administrative staff.
- Other duties as directed by the CEO.

Client Support
- Maintain relationships with clients as a liaison for the CEO and Chair.
- Respond to client requests and concerns and coordinate with the Executive Management Team accordingly.

Information Management
- Coordinate highly confidential information and ensure that it is efficiently dispatched to various internal units, legal counsel, Provincial Boards, Executive Committee, Board of Directors and/or supervisory Boards.
- Provides historical reference by developing and utilizing filing and retrieval systems and records meeting discussions.
- Maintain and create an executive filing system, including legal files and electronic files.
- Review and recommend EFC document standards.
- Perform document proofing, editing, formatting and facilitate translations.

Meeting and Event Coordination
- Coordinate and negotiate meeting and event logistics, including budgets, hotel contracts, catering and supporting documentation as needed.
- Assist with annual general meeting preparations, develop and execute annual Producer Conference meeting and the joint annual reception with the SM4 Feather Agencies, develop and organize the annual Chair’s Reception, the annual staff day, and coordinate the activities of various working groups and project teams as needed.
- Sit on various committees for extracurricular staff events throughout the year.

**Qualifications and Skills**
- Knowledge of standardized work methods, tools, processes. and approaches related to office administration (e.g., corporate document standards or filing systems).
- Knowledge of relevant EFC policies and procedures (e.g. office and executive administration).
- Advanced knowledge of Microsoft Office 365; experience with multiple calendar management, comfortable dealing with multiple time zones, highly organized archiving skills, able to produce professional correspondence, reports, and presentations.
- Good analytical, conceptual, and problem-solving skills.
- Superior time management and priority setting skills to meet tight and moving deadlines, exceptional ability to multitask and prioritize.
- Strong organizational and communication skills with the ability to anticipate needs of others, independently plan and direct business affairs.
- Ability to build and maintain multiple relationships with a broad range of stakeholders.
- Strong project management skills with the ability to issue coordination with tactfulness and diplomacy.
- Professional, responsive, and positive work attitude is essential.
- Advanced computer skills in Word, Excel, Outlook, and PowerPoint.
- Ability to communicate (verbally and in writing) in English and French (asset).

**Education and Experience**:

- A post-secondary education in administration and 5-7 years of administrative support at an Executive level. A combination of education and experience will be considered.
- 6 - 8 years’ experience working at the executive level of fast-paced organizations.
- Experience supporting a Board of Directors.
- Previous experience in handling confidential or sensitive information.

**About Egg Farmers of Canada**

Now in its sixth decade as one of Canada’s leading agriculture organizations, EFC manages the national egg

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