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Executive Assistant/office Manager

3 weeks ago

Ottawa, Canada Sonography Canada Full time

**About Sonography Canada**

Sonography Canada is the credentialing body, professional association and the advocate for diagnostic medical sonographers in Canada**. **We are the single national voice for the Sonography profession in Canada, supporting professional sonographers throughout their careers with:

- National entry-to-practice credentialing examinations
- Continuing professional education through a national conference, webinars and the _Canadian Journal of Medical Sonography_
- National competency profiles, professional practice guidelines and standards, and Codes of Conduct and Ethics
- Member services and programs like professional liability insurance and advocacy to governments, the public and other healthcare organizations

**About the Role**

Reporting to the Executive Director, the Executive Assistant/Office Manager is the organization’s senior administrative role providing high level support to the Executive Director (ED), the Board of Directors and Committees, and helps the national office run efficiently through a range of administrative, financial, and managerial tasks.

Key Responsibilities of this role include:
Executive Support
- Coordinates and schedules of meetings for the Executive Director with staff, Board and Committee members, staff and other stakeholders.
- Assists with the preparation of correspondence, briefs and reports, presentations.
- Assists the ED and managers with special projects.
- Manages the Executive Director’s calendar, travel arrangements, and expenses.
- Maintains contact lists of Board and Committee members
- Manages electronic and print files as required. Ensures the shared online filing system is well-organized and kept up to date.
- In conjunction with the bookkeeper, prepares expense reimbursement reports for Board.
- Assist the ED with preparation of Board meeting agenda’s and supporting documentation; distribution of Board packages.
- Records meeting minutes as required and arranges meeting logistics, catering and related needs in conjunction with Membership.
- Maintains the utmost confidentiality and diplomacy at all times.
- Other duties as assigned.

Office Management

As the Office Manager, you will organize and coordinate office administration and procedures, to ensure organizational effectiveness and efficiency. Here are a few of the things that you can expect to be doing in this role.
- Pursues continuous improvement of office processes and practices and acts as a gatekeeper and point of first contact for various inquiries.
- Develops and maintains a dashboard of office activities and projects. Attend staff meetings and record key developments.
- Follows up on organizational deliverables with key staff.
- Acts as the in-office point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
- Coordinates with external IT provider for troubleshooting and managing office IT equipment
- Manages relationships with third party vendors such as the employee benefits provider and landlord to ensure smooth operations and appropriate, timely invoicing.
- Account payable: Reviews invoices and assigns appropriate financial codes for approval.
- Coordinate and evaluate employee benefits with the third-party insurer; act as the point person for staff on issues pertaining to employee benefits
- In collaboration with the bookkeeper, ensure employee information is input accurately to the payroll management system; act as staff point person for all ADP related issues.
- Act as a key contact with HR consulting and assist the Executive Director in the regular maintenance of policies to ensure compliance with employment laws, standards and best practices.
- Partner with the Executive Director to develop and maintain office and employee policies, as necessary.
- Provide admin support to other functional areas during busy periods such as the annual conference, AGM, Sonography Week, etc.
- May lead special administrative projects for the Executive Director from time to time.

**About You**

The successful Executive Assistant/Office manager is an unflappable professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

Knowledge and Skills
- Highly organized, confident and flexible with the ability to manage multiple priorities and tasks.
- Excellent oral and written communications and interpersonal skills
- Detail oriented and works with a high degree of accuracy.
- Analytical and problem-solving skills and proven ability to research and summarize information.
- Ability to work independently on virtual and in-person teams.
- Self-directed, resourceful and able to complete tasks with limited supervision.
- Dedication to creating or improving systems and processes.
- Demonstrated commu