Executive Assistant

5 months ago

Dartmouth, Canada Construction Association of Nova Scotia (CANS) Full time

The **Construction Association of Nova Scotia (CANS)** is hiring an Executive Assistant. This position plays a crucial role in confidentially providing administrative support to the CEO and Board of Directors at CANS.

**Summary of Primary Responsibilities**:
Under the direction of and reporting to the Chief Executive Officer (CEO), the Executive Assistant plays a crucial role in confidentially providing administrative support to the CEO and Board of Directors at CANS. This multifaceted position involves managing the CEO's schedule, coordinating meetings, as well as prioritizing and handling communication on their behalf. Additionally, they act as the liaison between the CEO, the senior leadership team and employees ensuring smooth communication, collaboration and adherence to organizational policies and procedures. The role also involves supporting corporate governance matters, liaising with Board members, preparing, and maintaining records of Board/Committee meetings, and ensuring compliance with legal and regulatory requirements. At the CEO’s request, the Executive Assistant also takes on the responsibility of supporting and coordinating special initiatives, leveraging their organizational knowledge and connections to ensure successful execution and alignment with the company's strategic objectives. The Executive Assistant supports and promotes the mission, vision and values of the Association.

**Qualifications & Requirements**:

- Exceptional administrative abilities and organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Strong interpersonal, customer service and stakeholder relations skills and the ability to build relationships with stakeholders, including senior leadership, Board members, employees, members, and external partners.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Expert-level written and verbal communication skills, including expert minute-taking and demonstrated knowledge of meeting protocol.
- Exercises sound judgment; resolves and escalates potential issues.
- Demonstrates a high degree of tact and diplomacy.
- Demonstrated ability to achieve high performance goals managing competing priorities, while still meeting deadlines and producing high-quality work.
- Collaborative team player with demonstrated proactive approaches to problem-solving with strong decision-making capability, with the ability to also be extremely effective independently.
- Works as a constructive team member on special projects or initiatives with diverse individuals.
- Provides solutions to routine and complex questions using creative and timely problem-solving skills.
- Works within CANS policies, procedures, and strategic plan. Has latitude in making decisions on routine tasks.
- Takes initiative to keep abreast of various policies and procedures, industry trends and legislation as they relate to the position.
- Maintains a positive attitude focused on total organizational success.
- Articulates and fosters shared values, beliefs and norms of behaviour that achieve a healthy and progressive workplace and supports the achievement of organizational strategies.
- Works collaboratively with others in a diverse and complex industry.
- Demonstrates initiative in professional development, actively seeking new knowledge/expertise which may contribute to the goals of CANS.

**Education & Training**:

- Relevant post-secondary education (diploma in legal administration, paralegal, business administration, business, management, etc.) with advanced training in executive administration.
- 5+ years of proven experience as an Executive Assistant or in a similar role supporting executive leaders, members of the Board of Directors, and leadership volunteers, preferably in a construction-related environment.
- Strong skills and experience in corporate governance practices and board administration.
- Expert use of MS Office Applications (Word, Excel, PowerPoint, Outlook, Teams), Adobe and other collaborative tools.
- General office management, property management support (i.e. alarm, security, building maintenance issue identification, resolution, and escalation, etc.) and supervisory experience would be an asset.
- Understanding of the industrial, commercial, and institutional construction sector is considered an asset.

**Why Work for the Construction Association of Nova Scotia?**

As a valued team member at CANS, you get to be part of a very dynamic, exciting and leading industry organization.

In addition to championing the needs of industry, we help shape our communities, our economy, workforce and constantly raise the bar. As an employer committing to developing our teams and the individuals that make our teams strong, we offer:

- Competitive compensation
- Personal days
- Paid volunteer hours

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