Full-time (37.5 hrs/wk.), min. 4-days/week in office, downtown Ottawa

A prominent professional association in the financial industry, the Conference for Advanced Life Underwriting, has an immediate opening for an Executive Assistant & Office Coordinator to join its small team in downtown Ottawa. It provides its members with high-quality education, opportunities to connect, and non-partisan advocacy to grow and preserve the financial well-being of Canadians and private businesses.

Opportunity

Under the direction of the President & CEO, the role assists with the governance of the organization and provides office administration and support to other members of the team. Duties include but are not limited to: 

Governance:

·       Supports the President & CEO, Board of Directors, some Committees, and other governance functions such as the Annual Meeting of Members, by:

o   Planning, organizing, and coordinating the logistics for virtual and in-person meetings

o   Preparing and distributing meeting document packages, including support for developing the agenda, speaking points, slides and presentations, and President & CEO reports to the Board

o   Taking meeting notes and maintaining related operational records (e.g., meeting attendance).

o   Tracking key deliverables and action items for the organization and the President & CEO and ensuring follow-up

o   Monitoring organizational governance policies and procedures, Committee terms of reference, and calls for nominations and volunteers

o   Managing lists (contact info, volunteer interests) for the Board and Committees. 

Office Administration:

·      Provides administrative support to the President & CEO, including calendar management and scheduling meetings, and note taking and circulation.

·       Coordinates the administration of the office, including by:

o   maintaining the corporate calendar for the organization and monitoring key dates and deadlines

o   monitoring the CALUadmin inbox and ensuring items are appropriately dealt with in a timely fashion

o   processing invoices for approval and payment and monitoring recurring payments  

o   processing expense claims for Board members and staff

o   ensuring timely insurance policy and other renewals

o   monitoring and ordering office supplies

·       Responsible for the records management system, both digital and physical

·       Responsible for the physical office environment, including equipment and supplies, and services from the landlord and other providers

·       Acts as main contact point for CALU’s external IT consultant

·       Providing support for CALU’s Annual Conference & AGM and for other events/conferences during the year

·       Provides administrative support the Vice-President, Public Affairs & Member Engagement and, on a back up basis, support for social media.

·      Acts as back up for other administrative functions such monitoring the main CALU inbox and supporting other committees. 

Other projects and duties: as assigned.

Requirements

The ideal candidate has/is:

• Post-secondary education in a related discipline, or equivalent work experience.
• At least 5 years of relevant work experience in a member-based association or a not-for-profit organization.
• Excellent organizing, prioritizing, monitoring and documenting skills.
• Excellent software and technology skills, including Windows, Microsoft Office Suite, Member 365 database, WordPress, web-based tools and social media.
• Excellent written and oral communication skills in English are required. French is an asset but not required.
• Excellent interpersonal skills, and ability to work collaboratively with colleagues, consultants, suppliers, and Board and Committee members.
• Demonstrated pro-active mindset to take the initiative in developing and prioritizing issues and methods to accomplish tasks or assignments with guidance from the President & CEO as required.
• Meticulous about detail.
• Adept at working under pressure, managing competing priorities and meeting deadlines.
• Comfortable in a small team environment with the ability to be flexible and adaptable.
• Resilient and dependable.
• Able to travel within Canada on occasion for meetings and events.
• Able to work flexible and/or extended hours on occasion.

Location 

Required to work in the downtown Ottawa office for a minimum of four (4) days a week depending on work priorities. 

Salary & Benefits

Competitive salary and benefits program, including health, dental, life, critical illness, long-term disability, RRSP contributions, and a health spending account.

Other Considerations

You must be legally allowed to work in Canada to be eligible for this position.

Do not apply by email.

We thank all candidates for their interest but only those selected for an interview will be contacted directly.