Executive Assistant and Stakeholder Relations - Ottawa, Canada - ICTC

ICTC

Verified Company

Ottawa, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

The Executive Assistant and Stakeholder Relations role supports the President & CEO to ensure efficient and effective handling of day-to-day operations, and strategic and corporate plans are successfully met.

Coordinates corporate outreach activities including event planning, partnership, sponsorship, and membership activities. This includes financial administration, contract management support, membership system administration and general administrative support. Administrative support includes research, consolidation of data at the corporate level, and corporate knowledge management. This position reports to the President.

Tasks
Outreach and Meeting Activities

Research and coordinates meeting facilities, event content, proceedings, logistics and travel arrangements (for outreach events, management, and board meetings)
Fills out event strategy document including event goals, logistics, travel, presenters, attendees, to inform decisions to participate and the level of participation.
Works with the communication team to disseminate messages, news releases and presentations. Proofreads and edits reports for grammar, syntax, formatting, and accuracy of factual information. Also, proofreads presentations and outbound communications prepared in both official languages.
Sends reports to insider group for their review and to translation vendors for translation where required.
Maintains diary, reach out to stakeholders and potential clients and arrange meetings and appointments and reminders.
Takes minutes of meetings and workshops, produce reports, presentations and briefs.
Attends conferences and events to take part, make contacts, and gain a better understanding of project context, record information, and share with ICTC.
Followsup with participants to disseminate information, request feedback, and report to management.
Screens and reviews incoming and outgoing correspondence to support the corporate strategic direction and to update calendar of events and meetings.
Maintains organizational knowledge for multiple products and projects to keep information and knowledge continually up to date to support stakeholders.

Relationship & Business Development

Supports development of partnership/relationship strategies and identifies partners relevant to ICTC goals.
Builds awareness of current events and issues that are likely to affect stakeholder engagement.
Explores opportunities to increase current business, memberships, and partnerships.
Drafts procedures and documents to achieve membership and partnership goals.
Administers and maintains the Members' section of the website.
Maintains and updates the membership forecast spreadsheet.
Monitors individual member websites to scan for events and noteworthy materials for the Executives' attention.

Financial Administration

Requests quotes from vendors and create purchase orders for approval.
Estimates expenses (travel, translation, printing, conferences, etc.) to plan project budget.

Organization Support

Researches and collects data for various ICTC reports.
Working with the Communications Specialist, administers an employer survey to obtain feedback from stakeholders; compiles and summarizes results.
Handles any request pertaining to phone system.
Primary contact for incoming calls, complaints, or general updates on office facility.

Knowledge Management

Designs and maintains a knowledge management system supported by a structured G drive filing protocol as a repository for all ICTC information needs.
Creates and modify existing contact database and update the maintenance policy where needed. Ensure everyone is aware of and complies with the policy.
Plans, coordinates, and implements security measures to safeguard information in computer files against accidental or unauthorized damage, modification, or disclosure.
Classifies information according to guidelines such as content, purpose, user criteria, or chronological, alphabetical, or numerical order.
Find and retrieve information from files in response to requests from authorized users.
Scan or read incoming materials in order to determine how and where they should be classified or filed.
Adds new material to file records and create new records, as necessary.
Documents and edits office policies and procedures with the approval of the Chief Financial Officer.
Other duties as assigned by one's manager.

Competencies
Attention to Detail

Client Focus

Initiative

Interactive Communication

Organizational Awareness

Planning and Organizing

Financial Planning and Reporting

Resilience

Teamwork

Writing Skills

Information Management

Using Information Technology

Other knowledge, skills, abilities, or other (KSAO) required.

Knowledge and Abilities:

Should be an organized selfstarter and have an excellent ability to work on multiple tasks.
Ability to maintain professionalism and respond effectively to sensitive inquiries or complai