Executive Assistant

2 weeks 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, human resources, and event management functions of the organization.

**The Executive Assistant’s responsibilities will include**:
**Executive Office and Board Support**
- Assist the Executive Director with meeting management, scheduling, travel, and logistics, including completing expense reports on their behalf
- Support a range of governance activities, including development and review of governance policies and processes from an anti-racist and anti-oppressive lens; supporting the recruitment and appointment of new Board members; devising and supporting orientation and developing, implementing, and continuously monitoring and improving a governance framework and handbook in line with Action Canada’s values
- Support all Board and Committee meetings and retreats, ensuring smooth logístical and other arrangements - including convening and attending meetings, organizing travel and accommodation, processing per diems, minute-taking, and ensuring actions are communicated and taken forward by the appropriate people
- Support the production of Board and Committee agendas and reports
- Ensure Board documents are kept updated, and respond to requests for materials
- Coordinate invoices with finance and administration staff, including coding of invoices and expense claims
- Submit annual (or as required) changes in Board membership for appropriate government and organizational reporting purpose
- Other duties as may be assigned by the Employer.

**Human Resources Support**
- Support the Director of Operations in HR-related work
- Support the Director of Operations in developing, implementing, and monitoring new policies as needed
- Manage the leave tracking system
- Provide day-to-day HR guidance, support and interpretation of existing HR policies and procedures for staff members
- Assist in the coordination of performance appraisals
- Other duties as may be assigned by the Employer.

**Operations Support**
- Book travel and accommodations for staff retreats and programme-related meetings as needed
- Manage logistics for meetings and events, including retreats, fundraising events, and social activities of the organization
- Support Associate organizations through managing the annual renewal process, supporting the Bentley Awards process, and processing bulk supply orders
- Manage the Action Canada office in downtown Ottawa, including maintaining office supplies, coordinating office cleaning, and orienting new employees to the office
- Other duties as may be assigned by the Employer.

**Qualifications**
- Minimum of five years of executive and Board support experience, preferably in a non-profit, charitable, activist, or civil society organization.
- Knowledge of and commitment to Action Canada’s mission and values.
- Strong verbal and written communication skills in English. French would be considered a strong asset.
- Commitment to and demonstrated effectiveness working as part of a participatory, cross-professional team; ability to develop strong working relationships with coworkers.
- Demonstrated commitment to anti-racist and anti-oppressive principles and practices.
- Strong computer skills, including with Microsoft Office, online conferencing tools (e.g., Zoom), project management (e.g., Asana), and cloud-based document management (e.g., Dropbox, SharePoint).
- Demonstrated experience coordinating travel arrangements and managing meeting and event logistics.
- Exceptional organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail
- Demonstrated proactive approaches to problem-solving, with strong decision-making capability
- Ability to work independently with mínimal supervision.
- Flexible and adaptive, able to respond quickly and effectively to changing circumstances.
- Ability to maintain a high level of integrity and discretion in handling confidential information.
- Some travel may be required.
- Must be eligible to work in Canada.

**Compensation and Benefits**

This is a full-time (37.5 hours per week), salaried position. Salary for this position is $60,900 per annum. Action Canada also provides a generous benefits program, including extended health and dental benefits, leave allowances, and RRSP contributions.

**Location**

**To Apply**

**Hiring Process and Timeline**

The hiring process will include a one-hour panel interview to take place over video conference and a short skills-based test.

The interviewing and on-boarding process will occur primarily remotely.

We thank all applicants in advance; however, only those invited for an interview will be contacted.

**Salary**: $6

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