Canadian Coalition for Seniors’ Mental Health│Coalition canadienne pour la santé mentale des aînées Looking for Executive Administrative Assistant (F/T, 5 month contract) at Canada Full Time

Qualifications

 

Education:

·       Grade 12 or equivalent

·       Completion of a recognized administrative program preferred or a suitable combination of education and experience

 

Specialized Knowledge:

·       Advanced knowledge and ability to use Microsoft Office including Word, Excel, Access, PowerPoint, Teams, etc. required

·       Demonstrated knowledge and ability to use DropBox and Zoom preferred

 

Skills:

·       Accurate typing skills

·       Professional level verbal and written communication skills

·       Critical thinking and problem-solving skills

·       Team player

·       Exemplary planning and time management skills

·       Professional and discrete when performing all duties

·       Satisfactory employment record

 

Abilities:

·       Demonstrated self-start ability to work independently with minimal supervision. Must be able to exercise initiative and independent judgement in determining work priorities.

·       Good organizational, analytical and interpersonal skills with the demonstrated ability to communicate effectively, both verbally and in writing with staff, outside organizations and the public required.

·       Strong attention to detail.

·       Proactive approach to problem-solving and strong decision-making skills.

·       Ability to work with a variety of sensitive information and maintain confidentiality.

·       Ability to work under pressure and meet deadlines.

·       Ability to adapt to change and work with frequent interruptions.

·       Good physical and mental health to meet the demands of the position.

  

Experience:

·       Minimum five (5) years related executive administrative experience is required.

 

Duties and Responsibilities

 

In a remote working environment, while supporting staff across Canada, duties and responsibilities may include but are not limited to the following:

 

·       Provides confidential, executive-level administrative support to the Director, Projects and Public Policy, as well as other Leadership Team members as required, including a broad variety of administrative tasks.

·       Provides calendar management and coordination as required.

·       Provides email support to the Director as required.

·       Assists with the completion and submission of regularly scheduled reports.

·       Assists with the development and maintenance of communications and communication lists including stakeholder registries.

·       Assists with the development and maintenance of project management and public policy documentation.

·       Assists with research, prioritization and follow-up of issues.

·       Participates as an adjunct member of the Leadership Team including assisting in scheduling /coordinating meetings, coordinating the development of meeting agendas and meeting packages, attending meetings, preparing and distributing minutes, etc. 

• Prepares and/or edits documents, such as status reports, financial tracking, expense reports, memos, etc.
• Creates spreadsheets, manages databases and prepares presentations.

·       Provides assistance with various projects including policy/standard operating procedure development and maintenance, public policy reviews and summaries, etc.

·       Prepares data analysis and research for project proposals, business cases, evidence-informed briefing notes, public policy, etc.

·       Drafts correspondence on behalf of the Director.

·       Types and formats policies, pamphlets, forms, letters, reports, etc.

·       Manages DropBox including organization of files.

·       Provides contract management administrative support to the Director.

·       Assists with grant applications including research and development.   

·       Assists with travel and accommodation research and arrangements.

·       Liaises with internal and external stakeholders on behalf of CCSMH leadership.

·       Develops and maintains an administrative filing system. Files (electronically), as necessary and maintains the security and confidentiality of all files.

·       Plans, coordinates and participates in the support of CCSMH projects.

·       Acts consistently in the workplace according to the basic values of honesty and openness.

·       Other duties as assigned.

To apply please send your resume and cover letter in one document to Kara Wychnenka at [email protected].  Resumes submitted through LinkedIn will not be considered.