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Executive Assistant - Tourism Industry Association of Canada

Category: Technical
Province: Ottawa, Ontario
Position: Executive Assistant
Deadline: July 15, 2022
Posted: June 22, 2022

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 travelling to book and coordinate. And we host a lot of events, so being able to support the team by managing member inquiries and registration is key.
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? You might be just the person we’re looking for. Oh, and it would be great if you’re bilingual!

What You Will Do:
• 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
• 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
• 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
• Coordinate the logistical aspects of departmental programs such as meetings and special projects
• 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
• Maintain a high level of confidentiality in all interactions
• Organize, maintain, and coordinate office records and contracts electronically
• Prepare travel schedules, book travel arrangements, and make reservations for all staff
• Arrange travel bookings via approved providers, distribute tickets to staff, and post incurred expenses to the summary sheet, ensuring that the most economical option is selected
• Schedule and confirm appointments, meetings, and conferences for the President & CEO
• Assist in posting open positions on various sites and manage the onboarding of new staff
• Keep the HR manual up to date
• Ensure team has access to training through HRDownloads (human resources software) and maintain information up to date
• Provide administrative support to committees such as the Canadian Destinations Leaders Council, the Industry Advisory Committee, the Congress Planning Committee, the Covid Recovery Committee

Qualifications / Required Skills

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
• Minute-taking experience
• 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

You Shine When it Comes to:
• Conflict Management
• Communication
• Coaching
• Attention to Detail
• Communication
• Organization
• Ownership
• Client/Customer Focus
• Professionalism
• Resourceful
• Time Management
• Fluency in French (asset)

Additional Information

Working Conditions:
• Operation of computer and peripherals
• Extended periods of sitting
• Interaction with employees, management, and the public at large
• Working in a busy, fast-paced organization with the potential for frequent interruptions
• Occasional travel/work outside of normal work hours

Contact Information

Julie Gauvreau