Canadian Council for Aboriginal Business (CCAB)
Executive Assistant to the President & CEO
CCAB is a national non-profit charitable organization founded in 1984 and is committed to the full participation of Aboriginal peoples in the Canadian economy. CCAB offers knowledge, resources, and programs to both business Canada and the Aboriginal-owned companies to help foster relationships and economic opportunities across Canada.
Reporting directly to the President and CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Essential Duties and Responsibilities: Provides comprehensive support services to the CEO/President that ensures a professional, responsive and effective experience with the organization as a whole. Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements. Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail.
Roles and Responsibilities
- Composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and proactively compiling documents for travel-related meetings including weekly planning documentation.
- Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports;
- Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
- Communicates directly, and on behalf of the President and CEO, with Board members, donors, staff, and others, on matters related to CEO’s programmatic initiatives. Tracking VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the President’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the President updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Other duties as assigned.
Board Support and Liaison
- Serves as the President’s administrative liaison to CCAB’s board of directors
- Assists board members with travel arrangements, lodging, and meal planning as needed
- Maintains discretion and confidentiality in relationships with all board members
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format, meeting minute management (quarterly basis)
- Management of Board nomination process including ensuring call outs have been issued.
- AGM management including sending out meeting notices and proxy management.
Senior Management Liaison
- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings including taking meeting minutes
- Facilitates cross-divisional coordination of travel and outreach plans
Communications, Partnerships, and Outreach
- Ensures that the President’s bio is kept updated and responds to requests for materials regarding the President and the organization in general
- Edits and completes first drafts for written communications to external stake holders
- Works with the Strategic Initiatives team in coordinating the President’s outreach activities
- Follows up on contacts made by the President and supports the cultivation of ongoing relationships
- Edits all, and creates acknowledgement letters from the President to external stakeholders
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and stakeholders
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity including remaining calm and courteous under pressure
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
- Forward looking thinker, who actively seeks opportunities and proposes solutions
Education and Experience Requirements
- Bachelor’s degree required
- Strong work tenure: five to 10 years of experience in an executive assistant role, preferably in a non-profit organization
- Experience and interest in internal and external communications, partnership development, and fundraising
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, Sales Force and Social Media web platforms.
First Nations, Inuit and Métis applicants are encouraged to apply for this opportunity. If you would like to apply for this role, please include a cover letter and a current resume listing your qualifications. Please send to firstname.lastname@example.org.
We thank all applicants in advance. Only those selected for an interview will be contacted.