Executive Assistant

3 weeks ago

Ottawa, Canada The Royal Canadian Geographical Society Full time

The Royal Canadian Geographical Society’s Executive Assistant works directly with the CEO, showcasing a flawless attention to detail, while managing multiple tasks and priorities in a fast-paced environment. The Executive Assistant has an accountability mind-set and supports the CEO in an administrative and operational capacity, where their ability to prioritize and manage expectations is unmatched.


Founded in 1930, and published by the Royal Canadian Geographical Society, Canadian Geographic is an iconic Canadian publication that has been making Canada better known to Canadians and to the world for more than 90 years.


Beyond its key role as publisher of Canadian Geographic, the Society also supports a robust national educational program of classroom educators – Canadian Geographic Education – as well as promotes broad geographic literacy through its expeditions, research grants, awards and other programs.


Duties and Responsibilities


● Manages and maintains calendars, coordinates meetings, conferences and travel arrangements for the CEO.

● Manages VIP travel for honorary officers of the Society and special guests.

● Coordinates event planning, i.e. offsite sessions, communication sessions, town halls, etc.

● Acts as the CEO’s delegate for email and phone mail, handles and forwards issues, prioritizing as necessary.

● Prepares routine general correspondence, company documents, letters, reports, memorandums, minutes, and presentations.

● Coordinates and administers all requirements and maintains appropriate records, including preparing and verifying expense claims and invoices, monthly audit reconciliation of travel and other expenses, supplies, telecommunications, equipment and premises requirements.

● Greets visitors to the CEO’s office and responds to routine inquiries.

● Excellent interpersonal, organizational and communication skills.

● Ability to balance priorities between multiple projects.

● Primary staff support for the Executive Committee, the Finance Committee, the Canadian Geographic Enterprises Management Committee, the Board of Governors and the annual general meeting of the College of Fellows

● Primary staff support for the Society’s honorary fellows and medals program, including serving as liaison with the Royal Canadian Mint to arrange for the production and delivery of medals.


Qualifications


● Bachelor's degree in administration, business, or equivalent field(s), or equivalent experience

● Minimum of 5 years of direct experience supporting senior level executive(s) in all areas of executive support & office/department administration.

● Flexibility & ability to adapt to rapidly changing priorities & an openness to assist wherever needed.

● Good organizational skills, initiative and ability to work independently and balance priorities.

● Accurate and efficient administration skills and strong attention to detail.

● Excellent interpersonal and communication skills.

● Advanced computer literacy MS Office (Excel, Word, Outlook, PowerPoint).

● Ability to work with people at all levels in the organization in a professional and courteous manner, and to develop and leverage professional working relationships.

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