Application Deadline: June 4, 2021
Expected Start Date: TBD
Reports to: Chief Executive Officer
Supports: Chief Executive Officer, Board of Directors
Location: 955 Green Valley Crescent, Ottawa, ON, K2C 3V4
Reporting to the Chief Executive Officer (CEO), the Executive Assistant (EA) will provide confidential and sensitive executive level support to the CEO, President, and the Canadian Physiotherapy Association (CPA) Board of Directors, consistent with the Organizational strategies, objectives, vision, and policies.
CEO and President
- Provide senior level administrative support to the CEO and President, including scheduling of activities, calendar maintenance, writing correspondence, answering inquiries, preparation and travel arrangements, expense reconciliation, and accurate file maintenance and management.
- Calendar management - maintain short, medium, and long-term calendar of activities for the CEO and President, related correspondence, meeting details, and logistics coordination.
- Liaise with external bodies with which the CEO and President require representation and are involved as required.
- Maintain a system to ensure the CEO and President are fully briefed for internal and external meetings.
- Provide secretariat support, as requested, to key internal and external meetings involving the CEO and President, including preparing agendas, coordinating or writing papers, producing minutes, and actions items.
- Prepare correspondence, reports, memos, and presentation material as required.
- Assist the CEO in the managing and monitoring expenses for the CEO and President. Review various expenses and process for payment.
- Maintain up-to-date contact directory/list of internal and external stakeholders (e.g., staff, Board, Branches, Divisions, universities, international organizations/contacts, etc.).
- Organize and maintain confidential corporate files.
- Screening, sorting, and distributing correspondence as needed.
Board of Directors
- Support the CEO in the preparation and timely dissemination of the Agenda and background materials for the Board of Directors and Board Committees as required.
- Ensure the timely preparation of the operational and monitoring reports for the CEO and Board of Directors, in collaboration with the Leadership Team.
- Calendar management - maintain short, medium, and long-term calendar of activities for the Board of Directors and Board Committees, including arranging travel plans, itineraries, and agendas.
- Prepare and manage communication materials and meeting preparation for the Board of Directors.
- Act as a recording secretary for all Board and Committee meetings and prepare and maintain minutes, bylaws, policies, and other public and confidential documents of the Board and its Committees in a timely manner.
- Assist the CEO in maintaining and monitoring action item assignments from Board and Committee meetings.
- Assist CEO in preparing Board meeting summaries for members, component groups, and staff as required.
- Prepare the required annual “Certificates of Appreciation” for the retiring Board President and Directors.
- Act as Recording Secretary for the Annual General Meeting.
- Coordinate the approval of the Annual General Meeting minutes with the Minutes-Approving Committee and ensure proper approvals and execution.
- To undertake specific areas of responsibility and special projects as required to support the CEO.
- To undertake other tasks as may be necessary to ensure the smooth administration of the CEO Office.
- To undertake any other reasonable duties as requested by the CEO.
Essential Skills & Requirements
- Bachelor’s Degree in a related field, equivalent in education and/or experience.
- Minimum five (5) years of administrative experience in a professional, client-service driven, and fast-paced environment.
- Exceptional organizational skills and impeccable attention to detail.
- High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
- Make appropriate, informed decisions regarding priorities and available time.
- Ability to complete a high volume of tasks and projects with little or no guidance.
- Able to maintain a high level of integrity and discretion in handling confidential information.
- Experience organizing, maintaining, and revising filing systems.
- Familiarity with, or experience working in, a not-for-profit environment is an asset.
- Bilingual (English and French) is an asset.
- Indoor office environment.
- Standard work week as defined in the employment agreement.
- 2-3 times per year requirement to travel to meetings across Canada.
- This position is called upon to work some overtime, on occasion, and outside standard work hours (i.e., 9 AM to 5 PM).
Interested candidates can submit their application to Megan Labonte at firstname.lastname@example.org. Deadline for applications is June 4, 2021.
The CPA thanks everyone for their interest, but will only respond to applicants selected for an interview.