POSITION SUMMARY
Reporting to the Chief Executive Officer (CEO) with a dotted line to the Chief Operating Officer
(COO), the Executive Assistant (EA) is responsible for duties relating to planning and organizing the CEO’s and COO’s schedules and providing all administrative assistance to support the CEO and COO in the execution of their duties.
The EA must be self-motivated with the ability to multitask and perform high-level duties with minimal supervision. The EA must be proactive in assessing the needs of the CEO and COO. Given the key role the EA occupies in managing internal and external relationships the EA is expected to execute their responsibilities in a professional manner and to strictly maintain confidential information as appropriate for a position of trust for the organization. This position works closely with the Executive Assistant to the Executive Team and Board of Directors.
The CBA provides a variety of benefits including a 33.75 hour work week, summer hours, and holiday closure in December.
LOCATION
66 Slater Street, Suite 1200 Ottawa, ON
LANGUAGES
Bilingualism preferred (English and French)
SALARY
$37 - $38 per hour
RESPONSIBILITIES
- Provides administrative support to the CEO and COO, including daily review of and, as appropriate, response to correspondence and requests.
- Responsible for the CEO’s and COO’s schedule and travel.
- Working with the CEO and COO, prepares materials for all meetings as requested by the CEO and COO.
- Manages meeting logistics (meeting space, meals and refreshments) for meetings organized by the CEO and/or COO.
- Attends meetings and assumes responsibility for in-person or virtual meetings which includes agenda preparation, minute-taking, and corresponding materials for distribution to meeting participants. This includes any follow up documentation or action/bring-forward items.
- Assists with annual budget preparation and monitors expenses throughout the year to ensure tracking in accordance with annual budgets. Prepares related reports as required.
- Develops and monitors the Executive Office and Governance budgets, with the CEO and COO.
- Prepares expense claims for both the CEO and COO and follows-up to ensure timely processing.
- Coordinates with a third-party provider for minute-taking and simultaneous interpretation services.
- Coordinates Management Team meetings and takes minutes, manages action/bring-forward items.
- Maintains the Management Team portal.
- Sets up Zoom/Teams calls and virtual meetings for the CEO, COO and Management Team.
- Assists with the Annual General Meeting (AGM) logistics and coordinates and other major events as assigned.
- Coordinates annual liaison meetings with key stakeholder groups e.g. ABA, FLSC, CBIA, CAPCJ.
QUALIFICATIONS
Minimum Educational Requirements:
- Post-secondary degree or diploma.
- A combination of education and experience will be considered.
​Minimum Experiential Requirements:
- 5-7 years’ experience in a related role.
- Experience as an EA in a legal field or working directly with senior executives is considered an asset.
- Advanced organizational skills.
- Advanced interpersonal skills with the ability to be tactful, diplomatic and discreet.
- Advanced problem-solving skills and ability to multitask.
- Intermediate financial skills (ability to work with Excel, spreadsheets and budgets).
- Ability to work under strict deadlines.
- Ability to work independently, comfortable with changing priorities; works effectively and efficiently under pressure.
- Advanced interpersonal and communication (written and oral) skills.
- Advanced computer skills (MS Word, Excel, PowerPoint, Acrobat, Zoom, MS Teams, SharePoint).
- Availability to work overtime and travel, when required.
This Job Description is not meant to be all-inclusive, rather an overall representation of the main Responsibilities, Tasks and Qualifications.
Interested applicants should submit a cover letter and resumé.
The Canadian Bar Association is committed to providing accommodations for people with disabilities in all areas of the hiring process. If you require an accommodation during the hiring process, please make your needs known in advance. Accommodation requests will be provided on an individual basis.
No agencies please.