The Canadian Nurses Association (CNA) is committed to engage highly qualified employees to carry out its objectives and to provide a work environment that is conducive to personal and professional growth. In CNA’s commitment to inclusion and the dismantling of racist and systemic discriminatory practices we are eager to attract a diverse workforce. We will provide equal employment opportunity for all employees and qualified applicants for employment, encouraging those who have not been historically well represented, to better serve the diversity of nurses and people living in Canada.
The Organization:
CNA is the national and global professional voice of Canadian nursing. Our mission is to advance the nursing profession to improve health outcomes in Canada’s publicly funded, not-for-profit health system. CNA is the only national association that speaks for all types of nurses across all 13 provinces and territories. We represent nurses that are unionized and non-unionized, retired nurses, nursing students, and all categories of nurses (registered nurses, nurse practitioners, licensed and registered practical nurses, and registered psychiatric nurses). We are guided by a set of ethical values of courage, equity, diversity excellence, innovation and trust. We are seeking an individual who is an innovative thinker and will have demonstrated experience in handling challenging issues in a diverse, transformational and dynamic work environment.
Role:
The Executive Assistant provides high level administrative support to meet the administrative and logistical requirements of the Chief Executive Officer (CEO), President and President-Elect. The Executive Assistant organizes the agenda and travel for the CEO, President and President-Elect, attends meetings and ensures that all supporting documentation is prepared. The Executive Assistant also provides support to the Directors, Leads and CNA Teams as required.
While CNA is a virtual workplace, this position is based in Ottawa. The incumbent must live in the Ottawa area.
Key responsibilities:
- Administers and manages the CEO’s calendar and coordinates appointments, meetings, schedules and itineraries
- Prepares agendas, coordinates background material for meetings and virtual conferences, and takes minutes
- Receives and screens all telecommunications for the CEO and other CNA contacts (as requested), redirects them as necessary, takes messages in their absence and replies independently to routine inquiries
- Assist in managing relationships with key partners by maintaining regular communication, organizing contact lists, and tracking interactions in contact database system
- Establish and maintain a new contact database system by ensuring all information is accurately input, current, and organized. Regularly update entries and manage data integrity
- Conducts research and drafts correspondence for the CEO’s approval/signature, and responds independently required
- Makes travel arrangements for the CEO, President and President-Elect
- Reconciles monthly credit card statements for Officers and others as required
- Manages, responds to and/or connects all correspondence or actions requests for several CNA inboxes, forwards to appropriate staff, tracks responses and follow-ups
- Prepares and manages the outreach materials and supports outreach activities by coordinating communication efforts, scheduling outreach events, and following up with potential clients, partners, and other external contacts
- Reads, analyzes, logs and prioritizes all incoming correspondence, memos, submissions and reports and plans their distribution or draft responses and follow ups as required
- Liaises with and supports division Directors, Leads and co-workers on a regular basis
- Supports other Administrative Assistants and Governance and Event Coordinator as required
- Maintains and updates working files and the executive office filing system accordingly
- Manages the budget of the CEO and prepares expense claims
- Prepares all copyright related documentation and manages and distributes the material once approved
- Provides information to external organizations as required
- Performs other duties as assigned
- Requires travel
Qualifications:
- Fluently bilingual in English/French or strong writing and oral communication skills in French and English
- Proficiency in Microsoft Office applications, including but not limited to Excel, Word, PowerPoint and Outlook
- Strong organizational skills and effective interpersonal skills
- Discretion, diplomacy and sound judgment
- Demonstrates attention to detail
- Ability to determine and change priorities and to establish and maintain a calendar
- Ability to adapt to changing situations and to new ideas and concepts
- Ability to work independently and collaboratively
- Ability to research, analyze and synthesize information to assist in the compilation of reports
- Ability to work under pressure
Desirable qualifications:
- Ability and desire to enhance work-related skills
- Ability to identify problems before they become issues
- Experience working with a professional association
We thank all applicants however, only those selected for an interview will be contacted.
If contacted for this position, please advise us if you require any adaptive measures at any point in the recruitment process and we will work with you to meet your needs. CNA will consider all qualified candidates and select the best individual for the position.
Job Types: Full-time, Permanent
Benefits:
- Company events
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care
- Work from home
Schedule:
Education:
- AEC / DEP or Skilled Trade Certificate (preferred)
Experience:
- Administrative: 5 years (preferred)
Language:
Location:
- Ottawa, ON K1Z 7M4 (preferred)
Work Location: Hybrid remote in Ottawa, ON K1Z 7M4
