Executive Assistant, Registrar & CEO

Ontario College of Pharmacists; Toronto; On-site; CAD 60,000 - 80,000; Full time

Job summary

A regulatory body for pharmacy practice in Ontario is seeking an Executive Assistant to support the Registrar and CEO. This role involves managing complex calendars, organizing meetings, and ensuring effective communication with internal and external stakeholders. Ideal candidates will have a Bachelor's degree and over 5 years of experience as an Executive Assistant. The position emphasizes confidentiality and professionalism while fostering relationships across the organization.

Benefits

Commitment to accessibility and diversity

Opportunities for continuous learning

Ability to work on impactful projects

Qualifications

• 5+ years' experience as an Executive Assistant reporting to the C-suite.
• Demonstrated sound judgment and high degree of sensitivity and discretion.
• Proven ability to organize, write, prepare, and proofread documents.

Responsibilities

• Manage calendars and schedules for Registrar and CEO.
• Prepare materials for meetings and events.
• Coordinate and manage communication with stakeholders.

Skills

Written communication

Verbal communication

Interpersonal skills

Time management

Organizational skills

Analytical skills

Problem solving

Technologically savvy

Education

Bachelor's degree in business or administration

Tools

Microsoft Office Suite

Power BI

Job description

Position Summary

The Executive Assistant is responsible for providing comprehensive support to the Registrar and CEO, and the Director, Registration & Quality in all areas of College operations. The Executive Assistant plays a key role in building and maintaining internal and external relationships on behalf of the Registrar and CEO, acting as an ambassador. This includes bringing a stakeholder service lens to effectively managing Registrar and CEO’s and Director, Registration & Quality calendars and time, coordinating meeting schedules, managing scheduling of meetings/appointments with internal and external stakeholders, tracking and managing deadlines and organizational timelines, handling information requests and stakeholder queries, arranging conference calls and video-conference calls, supporting meetings as required, preparing correspondence, receiving visitors, drafting communications, and assisting with presentations.

In collaboration with the Governance Coordinator, the Executive Assistant provides administrative support to Board members, including processing expense claims and assisting them as required.

The Executive Assistant also acts as the team lead for a variety of high impact College meetings, including Board Meetings, All-staff in person and remote meetings, and a upon request for planning and engagement meetings across the College, ensuring the delivery of a high-quality meeting experience both in person and for those who attend remotely.

As an individual supporting the Registrar and CEO it is integral that the Executive Assistant respects confidentiality and professionally interacts with employees, management and the public.

What you’ll do at OCP

• Manages the Registrar and CEO’s and Director, Registration & Quality calendars, providing sophisticated and complex calendar management by prioritizing inquiries and requests while troubleshooting conflicts, and making judgements and recommendations to ensure smooth day-to-day engagements
• Prepares the Registrar and CEO and Director, Registration & Quality for meetings by gathering and providing relevant preparation materials and ensuring appropriate preparation time is available
• Prepares the report template and coordinates the completion of the Registrar and CEO report for the Board
• Provides a bridge for smooth communication between the Registrar and CEO and staff, demonstrating leadership to foster and maintain credibility and trust in the Executive Team
• Coordinates and respond to requests for Registrar and CEO’s attendance at various meetings, events and conferences, including prioritizing requests and organizing presentations and materials as required
• Arrange internal and external meetings, as directed, checking availability of all meeting attendees, inviting meeting participants, booking facilities, catering, A/V requirements and web/teleconference arrangements
• Monitors and assesses the urgency of incoming and outgoing correspondence/ communications, primarily email inbox, phone, paper documentation
• Reviews content, checks deadlines and handles correspondence on behalf of the Registrar and CEO and redirects to appropriate departments and escalating as necessary
• Provides leadership to build and maintain external relationships crucial to the success of the organization, balancing the needs and priorities of external stakeholders against the needs and priorities of the Registrar and CEO and Director, Registration & Quality
• Manage Registrar and CEO’s and Director, Registration & Quality travel for meetings and conferences, including accommodation bookings and cancelations, travel itineraries and agendas. Compiles and provide all relevant documents prior to departure date
• Manages logistical meeting arrangements for the Board and works with the Governance Coordinator to ensure Registrar and CEO is well prepared for Board and Board Committee meetings, including compiling meeting materials, including context materials from previous notes and associated discussions. Support at virtual and in-person Board meetings
• Coordinate, compile and distribute meeting materials as necessary, draft and distribute correspondence as appropriate, record meeting discussions for Registrar and CEO’s approval, proactively identifying and gathering information from others as required, in order to meet timelines
• Prepare and reconcile expenses for the Registrar and CEO, Director, Registration and Quality and Board members and follow up on any outstanding expense submissions. Ensure Registrar and CEO’s calendar reflects senior team vacation and absentee schedules and Executive Office coverage
• Manages expense claims and other administrative inquiries for Board and Executive Committee members.
• Manage and file emails, attachments and documents in the appropriate filing system within the Executive Office in accordance with the College’s records management principles and guidelines. Maintain files of all correspondence, meeting notes and reports in a timely fashion providing timely retrieval of information.
• Manage all Registrar and CEO and Director, Registration and Quality memberships to associations, committees, websites, subscriptions and academic institutions, ensuring currency
• Continually examines work process and explore opportunities for improving efficiencies through technology, elimination or altering of work processes and make recommendations to the Registrar/ CEO
• Ensure Executive administrative procedures and processes are documented and consistently updated and reviewed for efficiencies and improvements
• Collaborates with Governance Coordinator and Executive Assistants to Directors to support and ensure Board and Executive priorities are met. Coordinate and provide vacation coverage and back-up as necessary for the continued operations of the Executive Office
• Supports Leadership Table meetings, tracks decisions and tasks and follows up to obtain status reports and offer support in completion of tasks, where possible
• With Registrar and CEO oversight and direction, coordinates, plans and executes and schedules All-Staff meetings, Town Halls and any other company-wide or Executive Office initiatives as assigned.
• Other reasonable duties as assigned by the Registrar and CEO
• May require to work evenings and weekends

What we’re looking for

• Excellent written, verbal and interpersonal skills with a demonstrated ability to build trust and relationships with internal and external stakeholders, including Board and Committee members, government and pharmacy sector representatives and other regulatory agencies
• Self-motivation and solid organizational skills to efficiently and effectively manage workload, deal effectively with multiple demands and maintain composure while progressing toward desired outcomes.
• Excellent analytical skills with attention to detail and problem solving
• Demonstrated sound judgement, high degree of sensitivity and discretion, ability to maintain the confidentiality of sensitive file material and information
• Demonstrated ability to anticipate needs, think critically, and offer solutions to a high level of professionalism and confidentiality
• Demonstrated ability to be creative and innovative
• Progressive, forward thinking, flexible and adaptable
• Excellent time management, organizational and anticipatory skills, with the ability to multi-task and manage multiple competing priorities
• Proven ability to organize, write, prepare and proofread documents, minute taking and compiling notes for follow-up, drawing on organizational knowledge and understanding of the business to ensure completeness
• Commitment to continuous learning and quality improvement with a demonstrated ability to be creative and innovative
• High degree of emotional intelligence
• Solid organizational skills to efficiently and effectively manage workload, deal effectively with multiple demands and maintain composure while progressing toward desired outcomes
• Excellent analytical skills with attention to detail and problem solving
• Diplomacy and tact when dealing with individuals on behalf of the College; proven ability to establish and maintain effective working relationships with all internal and external stakeholders
• Technologically savvy with the ability to leverage technological tools to enhance process efficiency and build reports as necessary, proficient with Microsoft Office Suite (Outlook, Word, Power Point, Excel, Power BI, MS Teams)
• Meeting/event planning skills and ability to support virtual and in-person meetings
• Aptitude to learn new skills and computer programs
• Results oriented, with drive and initiative
• Work schedule dictated/linked to organizational timelines of the College/Board (e.g., elections, appointments, Board meeting schedule)

What experience we prefer

• Bachelor’s Degree in a related field such as business, administration or equivalent
• 5+ years’ experience as an Executive Assistant reporting to the C-suite

Why work for us?

We are the registering and regulating body for the profession of pharmacy practice in Ontario with a mandate to service and protect the public interest. In addition to ascertaining all registrants meet professional standards, the College sets and ensures ongoing adherence to professional and operational standards as it leads the advancement of pharmacy.

OCP is committed to supporting accessibility and diversity. Requests for accommodations can be made at any stage of the recruitment process. Applicants need to make their requirements known when contacted. We thank all applicants for their interest in this position and will only contact those whose skills, knowledge, and experience most closely match the requirements of the position.