Executive Assistant to Chief Executive Officer

Electricity Canada; Ottawa; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A prominent national organization is seeking an experienced Executive Assistant to support the President and CEO. This full-time, permanent role requires at least 5 years of experience, advanced skills in Microsoft Office, and proficiency in both French and English. The ideal candidate will manage schedules, coordinate meetings, and maintain important communication with stakeholders, ensuring effective support for organizational leadership.

Qualifications

• Minimum 5 years experience in an executive assistant or related role.
• Advanced skills in Excel and Microsoft Office products are required.
• Bilingual proficiency in French and English is a strong asset.

Responsibilities

• Provide secretarial support to the President and CEO.
• Coordinate internal and external meetings.
• Maintain contact directories and manage travel itineraries.

Skills

5+ years of experience as an Executive Assistant

Advanced computer skills, especially Excel

Bilingual in French and English

Experience with Salesforce or Diligent

Team player with ability to work under pressure

Tools

Salesforce

Microsoft Office Suite

Job description

Position: Executive Assistant to the President and CEO

Reports to: President & CEO

About the Position

The Executive Assistant (EA) provides secretarial and administrative support to the President and serves as the primary point of contact for internal and external constituencies on all matters about the CEO's Office.

The position reports to the President and CEO for all duties related to the EA role.

KEY RESPONSIBILITIES

Executive Assistant

• Communicates directly and on behalf of the President and CEO with Board and Non-Board Member CEOs and respective EAs.
• Coordinates with Electricity Canada staff on all potential speaking engagements, government meetings, Council/Committee meetings, etc.
• Coordinates internal and external meetings for the President and CEO with staff, Electricity Canada Members, non-Members and stakeholders, including scheduling and managing their calendar.
• Coordinates annual meetings between the President and CEO and Board members.
• Coordinates with the Communications Team on some correspondence.
• Attends weekly scheduling meetings with the President and CEO.
• Builds and maintains excellent relationships with EAs to Electricity Canada Member CEOs, obtains their feedback on and ensures Electricity Canada meets their organization's needs.
• Maintains the directory of board members' contacts and their EAs.
• Arranges the CEO’s travel plans and itineraries as needed.

Admin support

• Provide administrative support to the Executive Leadership Team (ELT) – VPs.
• Work with the Corporate Secretary to coordinate the administrative duties regarding Board-related meetings.
• Work with the Treasurer & Accounting Team to prepare and send invoices to members and send Corporate & Council self-declarations.
• Compile, verify accuracy and send Membership lists to members before Board of Directors meetings using Salesforce.
• Collaborate with Electricity Canada staff to ensure membership lists are up to date using Electricity Canada’s Salesforce.
• Other duties as required.

Timeframe

• Full-time, permanent
• Minimum two days a week in the office

Candidate Profile

• 5 + years of experience as an Executive Assistant and in the administrative field or related.
• Advanced computer skills, particularly with Excel and the full suite of Microsoft Office products.
• Experience managing distribution lists.
• Experience with Salesforce or Diligent is considered an asset.
• Computer literacy and technical proficiency, with particular attention to content management systems – e.g. Salesforce, Microsoft Teams and SharePoint environment, considered an asset.
• Team player with demonstrated ability to adapt to changing environments and multiple deadlines and to work well under pressure with discretion, tact, and sound judgment.
• Demonstrated ability to work independently with a strong sense of ownership to achieve results for the overall organization.
• Bilingual in French and English is highly valued.