Executive Assistant to Chief Executive Officer

Executive Assistant Permanent, full-time positionOttawa, OntarioABOUT USThe 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 POSITIONThe 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 CEOPrioritize demandsPlan and organize stakeholder meetingsAnswer and redirect phone calls as required (CEO's Office)Maintain contact listsMaintain an organized electronic filing system in SharePointProduce, edit, and proofread documentsCoordinate travel arrangementsPerform other administrative support tasks as requiredBoard and Annual MeetingsPlan 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 documentsRecord and distribute meeting minutesCoordinate the replacement of Board members at the end of their terms, and the orientation of incoming Board membersUpdate and maintain corporate documents, including bylaws, regulations, office policies and proceduresProject management: Maintain a dashboard of key internal and external priorities and deliverablesParticipate in the elaboration of workplansMonitor progress and deadlinesIdentify and report relevant developmentsLiaise with internal staff and external stakeholders to support the realization of the priorities and deliverables REQUIREMENTS Post-secondary education in business or related discipline (Business Administration and/or Legal Administration preferred) or an equivalent combination of education and experience3 to 5 years of relevant administrative experience, including minimum 2 years' supporting senior leadership and/or board of directors.High degree of proficiency with office applications, specifically Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Planner); virtual meeting platforms (MS Teams, Zoom), and file management/collaboration platforms (SharePoint)Synoptic thinker with the ability to analyze data and identify opportunitiesAbility and willingness to commute/relocate to OttawaASSETSLegal Administration or Law Clerk experience preferredProfessional proficiency in both English and French, written and oralExperience using databases or customer management systems (Salesforce)Knowledge of legal and/or medical terminologyKEY COMPETENCIES CommunicationCommunicates, both in writing and verbally, in a clear, professional, and timely mannerUses effective tools and techniques to communicate information internally and externallyEnsures that privacy is respected, and confidentiality is protected in all interactionsAnticipates stakeholder needs and adapts messaging and delivery medium accordinglyHas an in-depth understanding of document management properties Planning, organization skills, time managementIdentifies priorities and works autonomouslyMonitors progress and makes necessary adjustments when requiredCompletes deliverables in a timely mannerFlexibility, adaptabilityAdapts well to and welcomes changeReceptive to changing priorities and pivots according to new directionsAttention to detailThoroughly accomplishes tasks with the utmost attention placed on accuracyAdheres to procedures and standardsProblem solvingRecognizes and anticipates implications of various courses of actionGathers and processes relevant informationProposes solutions-based recommendationsTeamwork and collaborationWorks cooperatively and effectively with others to set goals, solve problems and make decisionsIs client-focusedLooks for ways to improve service and processesWHY CHOOSE THE CNPS?Competitive total compensation package, including salary, comprehensive health & wellness benefits, vacation allowance, sick leave and defined benefit pension planRewarding work in a dynamic, hard-working, positive team environmentPeer mentoring opportunitiesSocial committee eventsHOW TO APPLY? Please submit cover letter and resume to hr@cnps.ca before 9am (Eastern Time) April 22, 2024.Please address your application for the attention of Chantal Léonard, Chief Executive Officer.We thank all candidates for their interest; however, only those candidates considered for an interview will be contacted.The CNPS welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. Legal Services