Job Description / Duties

About the job
The Tourism Industry Association of Canada (TIAC) is seeking a rock star Executive Assistant to join our team. The ideal candidate will play a pivotal role at TIAC, wearing many hats while supporting the President & CEO, the Board of Directors and the TIAC team in general.


The position is based in Ottawa, working a minimum of three days a week (Tuesday - Thursday) in the office located at 180 Elgin St, Ottawa, ON.


Fully bilingual (French/English) candidates will receive priority consideration.


Responsibilities

Support the President & CEO
Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, as well as scripts, speaking notes and presentations for format, content, grammar for the President & CEO, and prepare French versions if required.
Schedule and confirm appointments, meetings, and conferences for the President & CEO and arrange appropriate travel.

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 committee (Audit & Finance, Governance, Nominating) and working groups (when established).
Act as the primary for coordinating the Annual General Meeting, including date acquisition, format, documentation, registration, promotion, etc.

Support the TIAC Team
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.
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.


Office Management
Ensure the office is clean, organized and an attractive space for employees and visitors.
Manage inventory of all office supplies and proactively place orders before supplies diminish.
Arrange all building, suite and parking passes for employees.

Organizational Culture
Responsible for purchasing and maintaining the employee snack inventory and arranging for/ordering any meeting lunches, etc.
Plan and organize social events such as various celebrations, DEI recognition and team building events.
Coordinate, and be the cheerful host of, our full team weekly meetings.
Be a positive influence for the culture through in-person interactions, and through our internal communications tool, MS Teams.
Support and promote diversity and inclusion initiatives alongside the Director of Human Resources.

Human Resources Support
Assist with recruitment of new employees by coordinating interviews.
Assist with the onboarding process for new employees, including office tours, office space preparation and all required building access.

Qualifications / Required Skills

What You Need to be Successful

You will maintain a high level of confidentiality in all interactions, and you have the ability to deal with people in a sensitive, tactful, diplomatic and professional manner at all times.
You are tech savvy, always eager to adapt to new technology.
Juggling multiple tasks? Piece of cake. You’re a pro at managing competing priorities while making it look easy.
Your communication skills? Legendary – in writing, over the phone or in person in both official languages (French and English).
Your attention to detail and preparation are on point – you don’t just have a Plan A, you’ve got Plans B and C locked and loaded.
Teamwork makes the dream work. You bring energy and enthusiasm to every room you enter and your personality and work ethic is inspiring and motivating to those around you.
Education and experience: you have a degree or diploma in administration, business, or a related field or a minimum of 5 years’ prior (rock star) EA experience.

Contact Information

Please forward resume and cover letter via email no later than July 10, 2024, to Rachael Andrews, Director, Head Of Human Resources And Internal Operations (jobs@tiac-aitc.ca).