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Executive Assistant

4 months ago

British Columbia, Canada The Royal Architectural Institute Of Canada | L'Institut royal d'architecture du Canada Full time

Who We Are:


The Royal Architectural Institute of Canada (RAIC) is a not-for-profit, national organization dedicated to representing architects and architecture since 1907.


The RAIC is committed to showcasing how design enhances quality of life, while advocating for important issues of society through responsible architecture. The RAIC’s purpose is to create a better world for all by empowering Canada’s architectural community. Through our work, the organization envisions a strong architectural community that is valued and empowered to create change.


The Opportunity:


The RAIC is seeking an experienced and dynamic professional to join our team as an Executive Assistant. This is a full-time, permanent position.


Reporting to the Chief Commercial Officer (CCO), the Executive Assistant will be responsible for providing a full range of executive-level administrative support. They serve as an active member of the CCO team helping to advance the mission, vision, and values of the RAIC.


As an ideal candidate, you’re an organized, energetic team player with excellent judgement and discretion, and the ability and inclination to step up and show a high level of initiative. You’re adept at prioritizing and triaging, continuously anticipating needs and ensuring the seamless operation of the team and your executive. Finally, like us, you're passionate about how architecture and design can improve our lives and the planet.


Key Responsibilities:


  • Support the Chief Commercial Officer (CCO) in all daily tasks and activities.
  • Manage CCO's calendar, email, and correspondence which will include including translation, proofreading, editing, drafting, formatting, distributing and filing.
  • Act as a liaison between CCO, RAIC staff, volunteers, and the public.
  • Handle phone calls, messages, and inquiries for the CCO.
  • Arrange travel, meetings, and teleconferences for CCO.
  • Prepare briefing notes, summaries, action items, meeting materials, and presentations materials.
  • Support preparing for meetings and presentations including venue logistics, preparing the meeting rooms, overseeing equipment set up etc.
  • Coordinate and monitor CCO's projects and programs.
  • Attend staff meetings and collaborate with CCO's team and the CEO’s Executive Assistant.
  • Prioritize and handle high-priority issues for CCO.
  • Keep CCO informed of time-sensitive matters.
  • Participate in occasional RAIC events outside of business hours.
  • Other duties as assigned.


Qualifications:


  • University degree or equivalent.
  • Minimum 3 years of experience as an executive assistant or equivalent.
  • Experience with volunteer intensive service operations.
  • Strong communication, analytical, writing, editing, and verbal skills for diverse stakeholder interactions.
  • Strong interpersonal and customer service skills with the ability to show tact, discretion, and good judgment.
  • Excellent personal work ethic, organizational, and multitasking abilities.
  • Proactive project completion and ability to manage flexible working hours and responsibilities.
  • Superior active listening, analytical, and problem-solving skills.
  • Innovative approach to problem-solving and collaboration.
  • Flexibility to meet organizational objectives and demands.
  • Proven ability to build and maintain strong relationships.
  • Excellent knowledge and experience with Microsoft 365, MS Teams, SharePoint and its suite of products.
  • High degree of energy, integrity, courage, empathy, and creativity.
  • Professionalism, courtesy, and patience.
  • Excellent analytical thinking, judgment, planning, and execution skills.
  • High level of integrity, confidentiality, and accountability.
  • Ability to remain calm and confident under pressure.
  • Willingness to learn and adapt.
  • Ability to travel when required.
  • Bilingual (English/French) is strongly preferred.


Compensation:


  • Starting salary: $47,500.
  • Comprehensive benefits and RRSP matching program.
  • Four weeks vacation.


To Apply:


In addition to your resume, please include a cover letter in your application outlining how you meet the asked for qualifications to careers@businesssherpagroup.com. We thank all applicants for their interest; however, only those selected for an interview will be contacted.


The RAIC offers a healthy and positive work environment with a team that believes diversity and inclusion are key to a respectful workplace. The RAIC is committed to building a skilled, diverse workforce reflective of Canadian society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily on their resume if they are a woman, an Indigenous person, a person with a disability or a member of a visible minority group. If you are passionate and interested in working in this environment, we would love to hear from you.


The RAIC is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment, and selection processes. Applicants with disabilities may contact our recruitment partner, Business Sherpa Group at careers@businesssherpagroup.com to communicate an accommodation need.


The RAIC office is located in the Ottawa area. We acknowledge that the land on which we work in is the traditional unceded territory of the Algonquin Anishinaabe People. The Algonquin peoples have lived on this land for centuries. We are grateful to have the opportunity to be present in this territory.