Province: Ottawa, Ontario
Position: Executive Assistant
Deadline: March 31, 2023
Posted: March 16, 2023
Job Description / Duties
The Tourism Industry Association of Canada is looking for a new Executive Assistant to keep our President & CEO organized (the last one was promoted – note the opportunity for professional growth!)
Between team meetings, member committees, and board meetings, there are minutes that need to be taken and transcribed.
As a national organization, we need to be everywhere, so expect that there will be travel to book and coordinate. As we host a lot of events, being able to support the team where needed and ensuring the CEO is organized and aware of critical information is key. Support for the President & CEO and the Board of Directors are key elements of the position as well.
We are a small, but mighty team and we are looking for a dynamic addition. Are you calm in a storm? Do you have a great sense of humour? Can you juggle multiple priorities with ease? Are you bilingual (English-French)? You might be just the person we’re looking for.
Qualifications / Required Skills
What You Will Do:
Support the President & CEO
Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, and publications, as well as scripts, speaking notes and presentations for format, content, and grammar for the President & CEO, and prepare French versions if required
Schedule and confirm appointments, meetings, and conferences for the President & CEO
Act as the first point of contact and provide general information to staff, clients, external stakeholders, tenants, and the public relating to their questions, concerns, or suggestions, presenting a positive and professional image
Manage a dynamic calendar to efficiently coordinate and adapt travels, meetings, conferences, calls, and events to achieve balance between collaborative and individual activities
Answer calls, emails, or visitors’ inquiries and refer and/or redirect as required
Administer inbound and outbound correspondence, priority post and courier services
Assist in the compilation of data for various reports
Organize, maintain, and coordinate office records and contracts electronically
Assist in posting open positions on various sites and manage the onboarding of new staff
Keep the HR manual up to date
Working with the Finance Manager, support the overall operations of the office
Support the TIAC Team
Coordinate the logistical aspects of departmental programs such as meetings and special projects
Prepare travel schedules, book travel arrangements via approved providers, distribute tickets to staff, and make reservations for all staff
Arrange travel bookings, and post incurred expenses to the summary sheet, ensuring that the most economical option is selected, and following the policies
Ensure team members are set up and have access to training through HRDownloads (human resources software) and maintain information up to date
Provide administrative support to committees when required
Monitor various inboxes and redirect emails to the applicable team member
Support the Board of Directors
Compile all Board of Directors meeting material and AGM documentation, and ensure timely distribution
Prepare agendas for meetings; transcribe and distribute TIAC Board of Director meeting minutes and other committees as required
Provide administrative support to all Board committees (Audit & Finance, Governance, Nominating) and working groups (when established)
Act as the primary contact to Board of Directors for coordinating their attendance at the Annual General Meeting, including data acquisition, format, documentation, registration, promotion, etc.
For all of the above, you will maintain a high level of confidentiality in all interactions.
What You Need to Be Successful:
Ability to adapt to new technology
Ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times
Ability to effectively communicate both verbally and in writing
Ability to prioritize and manage conflicting demands
Ability to respond quickly in a dynamic and changing environment
Ability to work individually as well as part of a team
Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint)
Strong writing, editing, and proofreading skills
Superior telephone manners and strong interpersonal skills
Degree or diploma in administration, business, or a related field or minimum 5 years prior EA experience
High flexibility with strong interpersonal skills that allow one to work effectively in a diverse environment.
It is the Tourism Industry Association of Canada’s goal to be a welcoming, inclusive, accessible, and diverse organization for all Canadians. We believe that the basis of this inclusivity requires a socially and culturally diverse workforce and, therefore, we actively seek to recruit candidates who identify as women, Indigenous, Black, Persons of Colour (IBPoC), persons from the LGBTQ2+ community and persons with disabilities. We encourage you to self-identify in the recruitment process.
We thank all candidates for their interest; however, only those candidates selected for an interview will be contacted.
Please submit your application via email to firstname.lastname@example.org