Job Posting 91100

Executive Assistant and Operations Officer
Federation of Canadian Municipalities
Work From Home - Ottawa area
Hybrid (Ottawa) / Remote (within Canada)
closed 9 days ago (Fri, 27 Jan)
full time  •  $63,650 - $80,150

The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.

 

With over 2,100 members including Canada's largest cities, small urban and rural communities, and 20 provincial and territorial municipal associations, FCM represents over 90% of Canada’s population. As the national voice of Canadian municipalities, FCM is an organization that strives to make the communities Canadians live in more prosperous, sustainable, and equitable.

Internally, we are deeply respectful, collaborative, empowering and transparent in our work. We have a commitment and passion for strengthening Canada by achieving results for our communities, our cities and our workplace, and by sharing our knowledge and experience on the world’s stage, so that others may improve the quality of life in their communities.

Major Purpose

Supporting the Chief Executive Officer (CEO) and reporting to the Chief of Staff, the Executive Assistant and Operations Officer provides high-level administrative and business support to the CEO and plays a pivotal role in supporting the CEO’s Office. The position holder will play a key role in coordinating efforts of the CEO’s Office and ensuring alignment with the CEO’s strategic objectives by performing senior administrative tasks and by extending the reach and execution capacity of the CEO and Chief of Staff.

The future of work at FCM includes FCM becoming an even more member-driven organization that balances the realization of its goals with a people-centered approach. The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive and anti-racist organization. The Executive Assistant & Operations Officer will maintain the highest level of confidentiality, professionalism and good judgment as well as manage their workload proactively and prioritize tasks in a fast-paced corporate environment.

Key Responsibilities

  • Proactively provide senior administrative support to the CEO and, at times, other senior members of the CEO’s Office team, including calendar organization, meeting planning and preparation, collating meeting agendas, drafting meeting minutes, tracking documents and deadlines, and following up with attendees
  • Arrange travels and accommodation for the CEO’s office team.
  • Monitor, track and process expense claims, conduct credit card reconciliation, and reconcile and submit invoices ensuring timely payment of invoices 
  • Maintains a comprehensive collection of information by making sure all meeting materials and information are readily available
  • Prepares and proofreads a variety of documents including correspondence, slide presentations, charts, and project plans.
  • Ensures documents are kept updated and responds to requests for materials.
  • Coordinate the CEO’s active calendar and ensure it is kept up to date
  • Work closely with the CEO and Chief of Staff to keep them informed of upcoming commitments and responsibilities, and to ensure appropriate follow-up actions are taken
  • Coordinate and co-chair meetings, when assigned, for the CEO’s Office and provide logistical support, including tracking action items, ensuring accountability, venue-booking, briefing, collating/preparing materials, planning refreshments and inviting participants
  • Oversees the monitoring and management of incoming correspondence (such as mail and email) to the CEO’s office which includes tracking urgent priorities, responding to straightforward requests as appropriate, redirecting requests to the appropriate department when necessary, and drafting responses for the CEO
  • Act as the main liaison and coordinator for departmental initiatives
  • Interact with and maintain key external business relationships with key stakeholders, Board Members, Members of Parliament and other elected officials
  • Optimize organizational procedures to increase efficiency and productivity
  • Guide projects and workflows from initiation to completion, as directed
  • Helps to build a highly inclusive culture
  • Other duties and special project assignments, as required in the CEO’s office

Knowledge, Skills and Experience

  • Post-secondary education in an administrative, office support or related field
  • Minimum five (5) years’ progressive experience as an executive assistant, including at least 2 years of experience providing administrative support to a senior executive
  • Demonstrated organizational and problem-solving skills, with the ability to prioritize workload, respond to shifting priorities in a fast-paced and evolving environment, while meeting deadlines
  • Proven excellent presentation and negotiation skills
  • Customer-oriented mindset, a genuine collaborative and professional style combined with your unmatched organizational and highly effective interpersonal skills.
  • Knowledge of business support processes and tools and administrative management practices and procedures
  • Ability to collaborate effectively with people from different cultural/diverse backgrounds and proven commitment to anti-racism, equity and inclusion
  • Keen attention to detail and accuracy in all aspects of work
  • Possession of a high degree of professionalism, integrity and discretion
  • Highly resourceful team player, with ability to work independently and with limited oversight and guidance
  • Ability to maintain confidentiality and tact when dealing with sensitive issues and information

Language Requirements

  • Excellent written and oral communication skills
  • Fluency in English and French is required

Travel Requirements

  • Travel may be required

The benefits to joining the FCM team include summer hours (Fridays off between July 1st and Labour Day); office facilities located in the ByWard Market, FCM’s commitment to employee development and a competitive range of employee benefits and services. FCM encourages flexible work arrangements to support the wellbeing and productivity of employees.

 

The Federation of Canadian Municipalities is committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.

FCM welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

 

The future of work at FCM includes a hybrid work model; therefore, this role will be a combination of virtual and on-site work. The successful candidate is required live in and be authorized to work in Canada. They are also required to be able to work from home/remotely, from within Canada. All in-office work and in-person meetings for work that take place inside and/or outside of the offices located in Ottawa will be subject to FCM’s Safe Workplace Vaccination Policy, as well as its health and safety procedures.

 

We thank all candidates for their interest; however, we will only contact those selected for an interview. All the applications will be kept for six months following the completion of the hiring process

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