Executive Assistant

Canadian Cancer Society; Ottawa; Hybrid; CAD 55,000 - 65,000; Full time

Job summary

A leading health organization is seeking an Executive Assistant to provide high-level administrative support to the Vice Presidents in Ottawa. The role includes managing schedules, coordinating logistics for meetings and events, and ensuring effective communication. The ideal candidate will have at least 3 years of experience, proficiency in MS Office Suite, and be bilingual (French/English) if possible. This position operates on a hybrid work model and offers a competitive salary package along with meaningful impact on cancer initiatives.

Benefits

Competitive salary

Health insurance

Paid parental leave

Family sick time

Qualifications

• Minimum of 3 years related executive assistant experience.
• Demonstrated experience providing excellence in administrative and project management support to executives.
• Ability to thrive in a fast-paced, hybrid environment.

Responsibilities

• Provide executive-level administrative support to VPs.
• Manage scheduling, meeting logistics, and travel arrangements.
• Coordinate internal and external events.

Skills

Administrative support

Project management

Attention to detail

Verbal and written communication

Event management

Bilingual (French/English)

Education

Post-secondary education in business administration

Tools

MS Office Suite

MS Teams

SharePoint

Zoom

Job description

Overview

Job Title: Executive Assistant

Vacancies: This posting is for 1 current vacancy.

Location: Ottawa, ON | Montreal, QC (Detailed office location information can be found by visiting this link: https://cancer.ca/en/contact-us)

Work Model: Hybrid Work Model

Salary Band: 4 ($55,000 - $65,000)

The Canadian Cancer Society works tirelessly to save lives, improve lives and drive collective action against cancer. Together with patients, volunteers, donors and communities across the country, we raise funds to invest in transformative cancer research, we provide a caring support system for everyone affected by cancer and we advocate to governments to create a healthier future for all. It takes a society to take on cancer – and the Canadian Cancer Society is leading the way

Responsibilities

• The Research Executive Assistant performs a range of administrative and project management duties to facilitate effective operation of the Vice President, Research Programs and Vice President, Research Partnerships by providing executive-level administrative support.
• Provide Administrative Support to VPs, including maintaining schedules, calendar management, meeting booking, travel and logistics.
• Send action emails as requested, prioritizing items, prompting responses, and following up on deliverables using advanced tech tools, including reminders and calendar updates.
• Send replies on behalf of the VPs as directed.
• Anticipate support needs and proactively manage with input from VP(s).
• Review and process expense claims in accordance with policies and procedures and prepare credit card reconciliation.
• Establish and maintain confidential files and records.
• Edit and draft documents and presentations using Word, Excel and PowerPoint, as needed.
• Administrative Support for the Research Team and Research Activities, including arranging meetings (via Teams): send invitations, manage participants, record meetings, take minutes and manage action items where relevant.
• Assist with internal and external meetings: scheduling, logistics, preparing an agenda, sending materials in advance, and maintaining an action items list with follow-up to ensure completion.
• Proactively identify and escalate conflicts to VPs as appropriate.
• Provide a wide range of administrative support, including drafting and editing correspondence, managing files and digital dashboards, etc.
• Monitor departmental budget and support team members with financial coding of purchasing and processing of payments; coordinate purchases using corporate credit cards.
• Coordinate internal and external events (e.g., IGNITE and glioblastoma research initiative) including booking venues, video conferencing, arranging catering, purchasing gifts, and preparing materials.
• Support meetings on site as needed.
• Administrative Support for the Advisory Council on Research (ACOR) and Patient Engagement in Cancer Research Community of Practice (CoP).
• Maintain and update Membership contact information and Term lists; share Terms of Reference as requested and add members to lists as required.
• Coordinate meeting schedules, calendar polls, booking logistics, templates for agendas, background notes and minutes; send meeting packages prior to meetings.
• Provide event planning and coordination for in-person ACOR meetings (approximately 1 per year).
• Ensure meeting materials are prepared in a consistent format and collated for sharing at least 1 week in advance of meetings.
• Support information sharing in the CoP LinkedIn (e.g., upcoming meetings).
• Support the launch, closure and data storage of annual member surveys (CoP).
• Take detailed notes and draft meeting minutes or Action Items for review and editing.
• Support recognition of ACOR and CoP Steering Committee Members.
• Contribute to a culture of diversity, inclusion, belonging and equity by ensuring that all staff feel represented, valued, and heard across all aspects of their identity.
• Other duties as assigned.

Qualifications

• Post-secondary education in any transferable field of study – business administration or related field preferred
• A minimum of 3 years related executive assistant experience
• Demonstrated experience providing excellence in administrative and project management support to executives
• Proficient in advanced collaboration tools in MS Teams, OneNote, Zoom and SharePoint
• Familiar with online/cloud based/SharePoint document sharing/editing/permissions
• Basic understanding of cancer research an asset
• Advanced proficiency with MS Office Suite
• Experience with hybrid team building; creating social events and other ways to collaborate for team members in both virtual and in-person settings
• Previous experience with event management and/or project management is an asset
• Excellent attention to detail and analytical skills
• Ability to maintain the confidentiality of sensitive information
• Excellent verbal and written communication skills including the ability to write clearly in a variety of settings; ability to communicate with technical and non-technical users
• Experience working in a team-oriented environment
• Ability to thrive in a fast-paced, hybrid environment
• Tech-savvy with superior organizational and time management skills
• Exceptional interpersonal skills, ability to interact with internal and external stakeholders at all levels
• Bilingualism (French/English) is highly preferred, with French being an asset

What You Can Expect From Us

CCS provides impactful opportunities to transform the lives of Canadians affected by cancer. We are devoted to creating an inclusive workplace that celebrates diverse experiences and skills, encouraging all qualified candidates to join us. Our inspiring culture is rooted in our core values and commitment to meaningful change.

COURAGEOUS UNITED CARING RIGOROUS

We offer a competitive salary, excellent benefits, including paid parental leave, family sick time, and health insurance—and a fulfilling work environment where your efforts make a meaningful impact daily.

How To Apply

Qualified candidates are invited to submit their resume, cover letter and salary expectations by February 19th, 2025.

We thank all candidates for their interest and advise that only those selected for an interview will be contacted.

Other Information

CCS is dedicated to employment equity and encourages applications from all qualified candidates. In accordance with the local provincial Accessibility Act, accommodation will be provided as requested throughout the recruitment process. We want to make the interview process a great experience for you!

Please note that in keeping with the mandate of CCS to model and promote healthy lifestyles, employees are not permitted to smoke in or about CCS premises or while carrying out CCS business.

Privacy Disclosure

We collect your personal information through forms, by phone or in person to evaluate your candidacy for the role(s) you have applied for, to contact you regarding your candidacy, and to generate recruitment-related reports. If selected for a position at CCS the information provided will be used for the purposes of pre-employment checks and added to your employee file. We may share your personal information with third parties, including recruitment consultants, within or outside your province or territory or outside Canada to carry out the purposes identified above, or as required by law. We may contact you by mail, email, phone or text. You can exercise your right to access your information or have it corrected, unsubscribe from communications or withdraw your consent by selecting these options within the ADP system, or by contacting [e-mail]. For more information about our privacy practices, visit cancer.ca/privacy.

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