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Executive Assistant
Permanent, full-time position
Ottawa, Ontario
ABOUT US
The Canadian Nurses Protective Society (CNPS) provides legal advice, risk management services, legal assistance and professional liability protection related to nursing practice to over 150,000 eligible Canadian nurses across all Canadian provinces and territories. A non-profit legal support system created by nurses for nurses, the CNPS is specifically tailored to meet the professional liability needs of nurses in all professional nursing roles.
SCOPE OF POSITION
The Executive Assistant works in partnership with the CEO to effectively prioritize, plan, coordinate and execute the multiple responsibilities and initiatives of the executive office. A self-starter, with careful attention to details, the Executive Assistant maintains a dashboard of the CNPS’s leading strategic priorities, initiatives, and deliverables, actively contributes to the elaboration and execution of project plans, maintains an effective digital filing system, provides administrative support services to the CEO when needed, coordinates the meetings of the Board of Directors, the Annual Members’ Meetings, liaises with external stakeholders and internal staff with the appropriate level of formality and confidentiality.
KEY RESPONSIBILITIES
Office management and administrative support for the CEO
- Plan and coordinate the schedule of the CEO
- Prioritize demands
- Plan and organize stakeholder meetings
- Answer and redirect phone calls as required (CEO's Office)
- Maintain contact lists
- Maintain an organized electronic filing system in SharePoint
- Produce, edit, and proofread documents
- Coordinate travel arrangements
- Perform other administrative support tasks as required
Board and Annual Meetings
- Plan and coordinate Board meetings and Board committee meetings, including the scheduling of Board meeting, contracting for appropriate accommodations, participating in the preparation of the agenda and the decision support documents
- Record and distribute meeting minutes
- Coordinate the replacement of Board members at the end of their terms, and the orientation of incoming Board members
- Update and maintain corporate documents, including bylaws, regulations, office policies and procedures
Project management:
- Maintain a dashboard of key internal and external priorities and deliverables
- Participate in the elaboration of workplans
- Monitor progress and deadlines
- Identify and report relevant developments
- Liaise with internal staff and external stakeholders to support the realization of the priorities and deliverables
REQUIREMENTS
- Post-secondary education in business or related discipline (Business Administration and/or Legal Administration preferred) or an equivalent combination of education and experience
- 3 to 5 years of relevant administrative experience, including minimum 2 years' supporting senior leadership and/or board of directors.
- High degree of proficiency with office applications, specifically Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Planner); virtual meeting platforms (MS Teams, Zoom), and file management/collaboration platforms (SharePoint)
- Synoptic thinker with the ability to analyze data and identify opportunities
- Ability and willingness to commute/relocate to Ottawa
ASSETS
- Legal Administration or Law Clerk experience preferred
- Professional proficiency in both English and French, written and oral
- Experience using databases or customer management systems (Salesforce)
- Knowledge of legal and/or medical terminology
KEY COMPETENCIES
Communication
- Communicates, both in writing and verbally, in a clear, professional, and timely manner
- Uses effective tools and techniques to communicate information internally and externally
- Ensures that privacy is respected, and confidentiality is protected in all interactions
- Anticipates stakeholder needs and adapts messaging and delivery medium accordingly
- Has an in-depth understanding of document management properties
Planning, organization skills, time management
- Identifies priorities and works autonomously
- Monitors progress and makes necessary adjustments when required
- Completes deliverables in a timely manner
Flexibility, adaptability
- Adapts well to and welcomes change
- Receptive to changing priorities and pivots according to new directions
Attention to detail
- Thoroughly accomplishes tasks with the utmost attention placed on accuracy
- Adheres to procedures and standards
Problem solving
- Recognizes and anticipates implications of various courses of action
- Gathers and processes relevant information
- Proposes solutions-based recommendations
Teamwork and collaboration
- Works cooperatively and effectively with others to set goals, solve problems and make decisions
- Is client-focused
- Looks for ways to improve service and processes
WHY CHOOSE THE CNPS?
- Competitive total compensation package, including salary, comprehensive health & wellness benefits, vacation allowance, sick leave and defined benefit pension plan
- Rewarding work in a dynamic, hard-working, positive team environment
- Peer mentoring opportunities
- Social committee events
HOW TO APPLY?
Please submit cover letter and resume to hr@cnps.ca.
Please address your application for the attention of Chantal Léonard, Chief Executive Officer.
We thank all candidates for their interest; however, only those candidates considered for an interview will be contacted.
The CNPS welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.