Executive Assistant, Strategic Engagement

Description Poste chez Canadian Medical Protective Association■ EXECUTIVE ASSISTANT, STRATEGIC ENGAGEMENT & GOVERNANCECONTRIBUTING TO THE CMPAThe Strategic Engagement & Governance group ensures strong governance, strategic stakeholder engagement, and cohesive communication, positioning CMPA as a vital component of the healthcare system. This group brings together 3 teams that shape and support strategic engagements both internally with CMPA's Council (Board) and externally with members and stakeholders. Executive Services & Governance oversees the CMPA governance framework and provides corporate secretariat functions, including meeting management and executive services. Communications & Marketing offers strategic advice, guides messaging and positioning, and provides marketing, creative writing, editing, translation, and graphic design services. It also monitors changes in the healthcare environment to ensure CMPA messages resonate with members. Strategic Engagement & Advocacy establishes and maintains relationships with >60 stakeholders across provincial and territorial healthcare systems, performs environmental scanning and analysis, and collaborates with senior leaders to foster relationships that contribute to CMPA's strategic goals.  POSITION OVERVIEWThe Executive Assistant to the Executive Director, Strategic Engagement & Governance provides integrated support services to the Executive Director, including:Executive support and confidential administrative servicesBeing the primary point of contact, internally and externally, on all matters pertaining to the Strategic Engagement & Governance portfolio including liaison with corporate governors, general counsel, and organizational partnersWorking independently, under pressure and handling a wide variety of activities and confidential matters with discretion and good judgementStrong problem identification and problem resolution skillsThe Executive Assistant also provides ad hoc travel and meeting support for the Director, Strategic Engagement & Advocacy.This position plays a key role in supporting the Executive Director to integrate three different departments within the portfolio, promoting and maintaining open lines of communication between the Executive Director, Directors, the Executive Leadership Team and stakeholders. This role includes recommending and implementing processes to support the effective operations of the department. POSITION ACTIVITIESPlans and coordinates schedules, including outreach activities, business travel, conferences, meeting bookings and accommodation requirements. Compiles itineraries, including the preparation or coordination of agendas, presentations, and briefing materials required for meetings and appointments. Screens and communicates directly on behalf of the Executive Director with the CMPA President and Councillors, senior management, CMPA members, and General Counsel and consultantsWorks closely and effectively with the Executive Director to keep well informed of upcoming commitments, deadlines, and responsibilitiesDrafts acknowledgement letters, personal correspondence, presentations, and other tasks that facilitate the Executive Director to effectively lead the portfolioResponds to external requests for materials on behalf of the Executive DirectorResearches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature.  Determines appropriate course of action, referral or response. Coordinates meetings (Council Committees and cross-functional internal meetings) including the preparation of agendas, meeting materials, and meeting minutes as assigned by the Executive DirectorRecommends and implements processes to support the effective integration and operations of the departmentResponsible for the project administration of one time and on-going initiatives, as assignedProvides back-up support for other administrative positions within the portfolio during temporary leavesActs as a super user for the External Stakeholder Management (ESM) systemEDUCATION AND EXPERIENCEDiploma or Certificate program (2-3 years) in Business or Administration A minimum of 7 years of experience in a senior administrative role, supporting executive(s) Experience drafting internal and external correspondenceExperience working in a fast paced and high-volume environment Strong interpersonal skillsStrong time management and organizational skills with attention to detailMS Office experience including sound knowledge in Word, Excel, Outlook, presentation software (such as PowerPoint) and VisioExperience in time management and business communications is highly valued (e.g. business writing)Experience in taking meeting minutes and/or records of decisionsExperience working with external stakeholders and corporate partnersCourses in writing, project management and time management are considered an assetSKILLS AND ABILITIESBilingualism in English and French is strongly preferredAbility to perform tasks seamlessly, with a high attention to detailSolid understanding of management/executive protocolAbility to use sound judgment and demonstrate creative approaches to problem-solving with strong decision-making capabilityAbility to handle sensitive issues and confidential information with discretion Ability to draft correspondence, memorandums, and presentationsAbility to think critically, assimilate and integrate information from a wide range of sourcesAbility to handle matters expeditiously, proactively, and follow through on activities to successful completion, often with deadline pressuresAbility to work independently with minimal supervision, and to take initiative Demonstrated ability to communicate effectively with individuals at all levels, including CMPA executives, senior managers, members of Council, CMPA members, and external stakeholdersAbility to identify inefficiencies in existing practices and develop/implement ways to improve upon those practices or processes and to enhance the effectiveness and efficiencyAbility to act as a collaborative, flexible team memberPOSTING DETAILSJob type: This is a regular full-time opportunity.This posting is for an existing vacancy. Salary range: $85,500 to $99,400 – this role is classified as a level 8.Location: Hybrid - Primary Remote. You can work from a home-based office the majority of the time within the provinces of Ontario and Québec, with regular on-site presence at the CMPA office (1-2 days per week). If you prefer, you can choose to work out of the CMPA office in Ottawa, Ontario near the beautiful Dow's Lake. Skill assessment: selected candidates may be required to complete a skill assessment.Application deadline: January 23, 2026 at 4:00pm ESTThe CMPA is an equal opportunity employer and is committed to being responsive to those living with disabilities and strives to prevent and remove barriers to accessibility. The CMPA will provide support and accommodation in its recruitment processes to applicants living with disabilities. If you are invited to participate in an interview and/or skills assessment and have accommodation needs, please let us know.Equity, diversity, and inclusion (EDI) is a key priority, and we actively strive to build a culture of inclusion where employees can be their authentic selves and are valued for their diverse experiences and perspectives.We welcome and encourage candidates from diverse backgrounds and a variety of lived experiences to apply.