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Executive Assistant

2 weeks ago

Ottawa, Canada Medical Council Of Canada Full time

**Consider an opportunity to join our talented team**
- The Medical Council of Canada (MCC) was recognized as a National Capital Region Top Employer for ten consecutive years_

**Want to contribute to the health and wellbeing of Canadians?**
At the MCC, you’ll be part of a dynamic team that ensures that physicians have the competencies to support safe, accessible health care in Canada.

You’ll be immersed in an exceptional work environment that fosters professional development and work-life balance.

**Executive Assistant**

**12-month contract with the possibility of extension**

**Ottawa, Ontario, Canada**

**Hybrid role**

Are you an organized, proactive, and detail-oriented professional who thrives in a fast-paced environment? Do you excel at managing priorities, coordinating high-level meetings, and acting as a trusted liaison between executives and key stakeholders? If so, the Medical Council of Canada (MCC) wants to hear from you

As the Executive Assistant, you’ll play a critical role in supporting our CEO, Manager of Corporate Governance, and Council, ensuring seamless communication and efficiency at the highest levels of our organization. You’ll be the backbone of executive operations—managing schedules, facilitating meetings, and serving as the key point of contact between leadership, employees, and external partners.

**What you’ll do**
- Schedule daily meetings: track action items; make travel arrangements for the CEO.
- Maintain CEO’s office deliverable sand identify critical meetings and deadlines.
- Organize and co-ordinate meetings; prepare agendas; anticipate and prepare meeting materials; attend meetings and take minutes; you are also responsible for tracking actionable items and distributing minutes expeditiously after meetings.
- Manage all documents relevant to the CEO office using an appropriate filing system.
- Maintain a file of confidential documents as required by the CEO.
- Serve as a liaison to external interested parties by responding to and escalating enquiries.
- Assist the CEO and Manager in the preparation of presentations and reports.
- Present and communicate material internally on behalf of the CEO’s office.
- Support the CEO Annual Budget including liaison, travel, MCC sponsorships, CEO memberships, Committees and corporate liaison functions and manage the budget throughout the year.
- Reconcile expenses for Councilors and related Committees.
- Schedule meeting requests from the President, or any other member of Council, with the CEO and provide administrative support as required.
- Support the Manager with coordination and administrative support for the Annual Meeting of the Council.

**What you need to succeed**

**Experience**
- Five years’ experience providing administrative support to senior level executives.

**Technical Skills**
- Excellent verbal and written communication skills with an ability to write, proofread and edit in English, French is an asset.
- Advanced knowledge of MS Word, PowerPoint, Excel, and Outlook.
- Proficient in maintaining electronic calendars, scheduling and organizing meetings, teleconferences, videoconferences.
- Skilled in developing and maintaining paper and electronic filing systems.
- Experienced in coordinating/managing budgets.
- Knowledge of committee meeting management best practices, including preparing agendas and minutes, tracking action items, and providing guidance to the Chair and members

**Competencies**
- Professionalism and the ability to maintain confidentiality and use absolute discretion
- Strong interpersonal skills with demonstrated strengths in diplomacy, tact, and professionalism in often stressful situations.
- Superior organizational and time management skills.
- Ability to takes ownership of tasks, anticipate next steps, and work independently with mínimal supervision.
- Demonstrates initiative and problem-solving skills.

**Education**
- Diploma in Office/Business Administration

**Language**
- Advanced oral and written skills in English are required, with oral and written skills in French considered an asset

**The perks**
- A company-paid holiday closure in December - our gift to you
- A 35-hour work week
- Compressed and telework programs
- Free onsite parking - any day, any time
- Free virtual Mobility and Strength & Conditioning classes

**Visit our**Careers **page to learn more about the many reasons you can thrive at the MCC.**

**The MCC is an equal opportunity employer, co**mmitted to diversity and inclusion in the workplace at all levels of its organization.**
**Accommodations can be provided at all stages of the hiring process; we ask applicants to make their needs known in advance.**

**Please note that only those invited for an interview will be contacted.