Executive Assistant

2 weeks ago


Thornhill, Canada CTCMPAO Full time

**Position Title: Executive Assistant (Full-Time, Permanent)**

**Reporting to: Registrar and Chief Executive Officer**

**Location: Hybrid - 55 Commerce Valley Dr W, Thornhill, L3T 7V9**

**WHO WE ARE**

The College of Traditional Chinese Medicine Practitioners and Acupuncturists of Ontario (CTCMPAO) governs the practice of traditional Chinese medicine in Ontario. Established under the Regulated Health Professions Act, 1991 (RHPA) and the Traditional Chinese Medicine Act, 2006 (TCMA), the College serves and protects the public interest by ensuring that all registered traditional Chinese medicine practitioners in Ontario are qualified to practise and that they maintain professional standards of practice.

**ABOUT THE ROLE**

Responsible for providing, or coordinating the provision of executive administrative support to the Registrar and Council, supporting the activities of the Registrar with Council, government agencies and stakeholder initiatives, ensuring the smooth and efficient operation of the Office, and facilitating the effective flow of information and communications.

**Key Responsibilities**

**Registrar’s Office**
- Provides, and coordinate the provision of professional executive administrative support to the Registrar.
- Assists the Registrar and to maintain complex calendars, updating the master schedule of appointments, accepting or declining invitations and scheduling meetings and events on the direction of the Registrar and coordinating meeting and travel logistics.
- Coordinates the day-to-day operations of the executive Office, meeting with and debriefing the Registrar including the preparation, or review first draft of correspondence, reports and presentations, coordinating the flow of statistics and report content from College Program areas.
- Maintains policy and procedural manuals related to college business, ensures the

minutes of the College are maintained securely.
- Contributes to the drafting and compiling of the College annual report and newsletters tracking and maintain Program statistics, and preparing analyses and commentary regarding same for publications.

**Stakeholder Relations**
- Builds and maintains cooperative working relationships with internal colleagues and external stakeholders and ensures the appropriate flow of timely accurate information.
- Coordinates the logistics and delivery of College special events, symposiums with TCM Associations, TCM Schools, international delegations, Ministry and agency meetings of priority within the college, Council and the professional community.

**Council and Committees**
- Provides, or coordinates the provision of administrative support to the Council, Executive Committee and Council sub-committees and working groups on the direction of the Registrar, including meeting preparation, follow up, minutes, annual elections process and committee member appointment and recognition.

Other tasks may be assigned by the Registrar or their designate.

**Qualifications**
- Minimum 3 years experience as an EA to a senior director or CEO.
- Post-secondary education in a related discipline or a combination of education and experience.
- Experience in working with not-for-profits Boards/Councils and Committees.
- Highly skilled in Microsoft Office programs (i.e. Word, Power Point, Excel), Adobe and virtual meeting platforms.
- Superior skills in English, writing, editing and proof-reading; proficiency in French or another language would be considered an asset.
- Ability to deal with confidential and sensitive information with tact and diplomacy.
- Strong attention to detail, organizational, analytical and, excellent problem-solving skills.
- Knowledge of and ability to work within a legislative framework; demonstrated experience with the Regulated Health Professions Act, 1991 and the Health Professions Procedural Code is an asset.

**WHAT WE OFFER**

A growing and dynamic organization with friendly, engaged staff in a collaborative work environment. We offer support for professional development, continuing education, competitive compensation and benefits including dental and extended healthcare insurance, paid vacation and sick days.

**HOW TO APPLY**

**Benefits**:

- Dental care
- Extended health care

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Thornhill, ON

Application deadline: 2023-03-31


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