Executive Assistant

Colleges and Institutes Canada

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Published
August 5, 2019
Location
Ottawa, Ontario, Canada
Job Type
Annual Salary
59k - 72k
Hours per Week
Closing Date

Description

COLLEGES AND INSTITUTES CANADA

 

JOB DESCRIPTION

 

Position Identification:

 

Title:                            Executive Assistant

Status:                         Excluded from the bargaining unit

Classification:              Program Staff II

Reports to:                  Vice-President, International Partnerships

Division:                      International Partnerships

 

PLEASE REFER TO COMPETITION NUMBER: 2019-15

 

Job Summary:

 

Reporting to the Vice-President, International Partnerships, the Executive Assistant is responsible for providing effective and efficient secretarial and administrative support to the Vice-President. The Executive Assistant is responsible for the administration and coordination of the daily work flow associated with the Office of the Vice-President and assists the Vice-President in achieving his or her objectives.

As part of the International Partnerships Division, the Executive Assistant will be assigned various complex tasks in order to support the current program activities of the Division. In addition, the Executive Assistant may be assigned to provide administrative support to other members of the Management team of the Association.

The Executive Assistant may be assigned to act as secretary for various committees and will be required to prepare and distribute agendas and minutes, ensure that decisions are followed up in a timely fashion, and that problem areas are brought to the attention of the Vice-President. An inherent component of this function is the collaboration with the Office of the President to help to ensure effective and efficient information flow between the Division and the President’s office.

The Executive Assistant provides administrative support to the secretariat and the Office of the President, in the development and coordination of all international travels, meetings, international project notes and key documents.

The Executive Assistant has access to sensitive information and must ensure a high degree of confidentiality, integrity and loyalty. The position of Executive Assistant is excluded from the bargaining unit.

The work of the Executive Assistant is reviewed by the Vice-President based on objectives and work plans set annually.

 

General Expectations:

 

  • perform various and complex tasks of a responsible and professional nature;
  • prioritize multiple tasks and demands simultaneously;
  • interact effectively with Association staff, senior and administrative staff from member institutions, partners and external agencies;
  • sound tact and diplomacy;
  • organize work effectively and efficiently within a team environment;
  • function with flexibility and autonomy;
  • work under pressure and sometimes changing deadlines, with strong attention to detail;
  • make efficient and strategic recommendations;
  • troubleshoot as required and provide innovative problem solving solutions;
  • willingness to work beyond a typical workday to ensure the achievement of tasks;
  • have a good understanding of Colleges and Institutes Canada's goals and objectives, as well as its programs and services;
  • must be familiar with the Canadian educational milieu, and understand major international development issues;
  • treat everyone fairly and equitably and maintain high ethical standards;
  • perform duties in accordance with Colleges and Institutes Canada’s competencies, values and code of ethics;
  • be able to travel domestically and internationally.

 

Specific Expectations: The Executive Assistant will:

 

  • suggest actions which can assist the Vice-President in planning and utilizing time and resources effectively.
  • bring problem areas to the attention of the Vice-President and obtain submissions and recommendations from staff when appropriate.
  • design and maintain communication and information systems to ensure availability and access to information, as required by the Vice-President.
  • coordinate communications to members from International Division.
  • assist the Vice-President in ensuring timely and thorough compliance within the Quality Management System of the Secretariat.
  • coordinate the Vice-President’s national and international travel plans and logistical arrangements; process all expenses and registrations related to meetings, conferences, etc.; secure all travel documentation as required, including passport, visas, tickets, hotels, insurances, cell phone packages, agendas, key documents, information about projects and initiatives, templates, etc.
  • coordinate all of the international travel plans and logistical arrangements and for the President & CEO.
  • coordinate, monitor and update the Divisional filing system on a regular basis.
  • contribute to the effectiveness of the Division`s decision making process by obtaining information, materials, searching records, conducting research on special projects, answering inquiries and liaising to Communications Team to obtain necessary inputs.
  • screen all items submitted to the Vice-President for consideration and review all incoming mail and compose routine and non-routine correspondence, reports and statements.
  • liaise with various government agencies, institutions and organizations, both nationally and internationally, which can impact or assist in his/her areas of responsibility;
  • assist in drafting documentation and prepare working papers on specific issues as assigned by the Vice-President.
  • assist in organizing the annual conference and logistical support for international delegates including but not limited to: providing information for obtaining a Canadian visa, creating lists of participants and speakers, providing support during their visit to Canada, coordinating meetings with the Vice-President and other key contacts, liaising with colleges, and, if required, providing assistance during the pre-conference and/or International presentation.
  • assist in preparing and monitoring the budget and activities, international development and marketing initiatives (i.e. CanExport Associations Program).
  • assist in preparing contracts and other related documentation.
  • assist in setting up a general orientation program for all new staff.
  • assist the Office of the President in the organization and update of the Board of Directors and Staff Reference Orientation Manuals.
  • schedule meetings, prepare agendas, ensure that necessary reports and other relevant materials are available to members before the meetings and arrange for the attendance of resource people as requested. Record proceedings and prepare and distribute the minutes of such meetings.
  • coordinate and organize regular meetings for divisional staff. Follow up on all action clauses to remind staff of deadlines.
  • assist the Vice-President in ensuring the review and correction of the monthly Financial Statements of the Division by the responsible staff members.
  • communicate and work effectively and co-operatively with other staff, College personnel and senior level representatives of government agencies and other organizations.
  • translate documents as required.
  • perform other related duties as may be assigned from time to time.

Minimum Requirements:

 

  • graduate from a post-secondary institution or equivalent and several years of experience in a multi-task environment
  • understanding of the Canadian educational milieu, with a focus on the college/institute system
  • experience in financial and accounting processes especially as they apply to the ability to review and revise budgets
  • demonstrated proficiency in office and administrative skills
  • capacity to work under pressure with attention to detail. Must be able to simultaneously address numerous tasks and priorities
  • tact, diplomacy and excellent interpersonal skills
  • demonstrated ability to being creative and innovative when problem solving
  • proficient in managing information and administrative processes
  • demonstrated ability to synthesize key points from meetings
  • excellent communication skills and demonstrated ability to interact with senior administrative staff of outside agencies and member institutions
  • excellent research skills and the ability to write at a professional level
  • fluency in both written and verbal English and French
  • demonstrated ability using Microsoft Office and the Internet  

Desirable Abilities/Experience:

  • knowledge of results-based management (RBM)
  • familiarity with international development issues
  • Knowledge of Customer Relationship Management Software (CRM)

Interested candidates should submit a cover letter and résumé to Roxanne Cantin, Senior Personnel Officer before 4:00 p.m. (EST) on August 16th, 2019 via email to: rcantin@collegesinstitutes.ca.

CICan is an equal opportunity employer and values diversity in its workforce. Do not hesitate to contact me if you require alternative arrangements to submit your application.
We thank all applicants in advance however only those selected for an interview will be acknowledged.

Reasonable Accommodation
We will make every reasonable effort to accommodate prospective candidates under any of the protected grounds of discrimination. Should you need an accommodation, please make the request as soon as possible. If the accommodation is related to a medical or health condition, you may be required to provide confirmation from a medical profession that you require the accommodation.   All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.

 

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