Executive Assistant - Ottawa, Canada - Canadian Nurses Protective Society (CNPS)

Canadian Nurses Protective Society (CNPS)

Verified Company

Ottawa, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Executive Assistant
Permanent, full-time position

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:

Postsecondary education in business or related discipline (Business Administration and/or Legal Administration preferred) or an equivalent combination of education and experience
Seven (7) or more years of experience in a similar administrative capacity, preferably supporting senior leadership
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 COMPETENTCIES:

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 indepth 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 solutionsbased 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, hardworking, positive team environment
Peer mentoring opportunities
Social committee events