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  11/28/2019-12/12/2019
The Canadian Association of Occupational Therapists is currently recruiting for the position of Executive Assistant.

Reporting to the Chief Executive Officer (CEO), the Executive Assistant provides coordination and administrative support to the work of the CEO, to the Canadian Occupational Therapists Association (CAOT) Board of Directors and to the Standing Committees of the Board.

We are looking for a professional, reliable and task-oriented Executive Assistant with a genuine interest in the success of the organization.

REQUIRED SKILLS & QUALIFICATIONS:
  • Minimum of 5 years as an Executive Assistant reporting directly to senior management in the non-for-profit or private sector;
  • Community College Diploma in Administration or equivalent;
  • Experience with database management software;
  • Excellent organizational, project management and problem-solving skills with excellent multi-tasking skills;
  • Excellent working knowledge of personal computer software including MS Office;
  • Excellent interpersonal skills and professional demeanor; and
  • Strict level of confidentiality

RECOMMENDED QUALIFICATIONS:
  • Familiarity with academic, legislative and/or not-for-profit service environments;
  • Experience with volunteer intensive service operations.
  • Bilingualism an asset (English/French) or willingness to become bilingual.

MAJOR AREAS OF RESPONSIBILITY:
  1. Administrative Support to the Executive and Governance;
  2. Coordination and support to the CAOT Board of Directors;
  3. Coordination and support for Senior Management, Leadership and Board committee meetings;
  4. Schedule meetings and manage travel itineraries;
  5. Maintain organized standards of operating procedures and filling system for corporate documents.

1) ADMINISTRATIVE SUPPORT TO THE EXECUTIVE AND GOVERNANCE
  • Provide administrative support for the work of the Chief Executive Officer;
  • Coordinate Student Awards and CAOT pinning presentations and documents;
  • Handle requests for information, documentation and clarification of data;
  • Maintain currency of CAOT bylaws, Governance Manual, operating principles and key corporate documents;
  • Ensure that all national and chapter government reporting obligations are filed;
  • Maintain archive of agendas, minutes and reports for the CAOT Board of Directors and CAOT Board committees;
  • Maintain current listings of Board and committee members, as well as external stakeholders’ lists;
  • Maintain key corporate documents updated and easily accessible when required.
2) COORDINATION AND SUPPORT TO THE CAOT BOARD OF DIRECTORS
  • Prepare and distribute Board packages;
  • Attend Board meetings and take minutes;
  • Provide onsite logistics for meetings;
  • Coordinate the Board nomination process;
  • Coordinate the Board elections process;
  • Coordinate the dissemination of the elections results;
  • Coordinate the award nomination process.
3) COORDINATION AND SUPPORT OF SENIOR MANAGEMENT, LEADERSHIP AND BOARD COMMITTEE MEETINGS:
  • Schedule and coordinate meetings and events;
  • Provide administrative support and take minutes for committees and projects;
  • Coordinate preparation of materials as required.
4) TRAVEL
  • Book all travel and accommodation for the Association; including but not limited to Board of Directors, staff, committees, volunteers and contractors;
  • Serve as primary contact for all travelers of the Association.
5) MAINTAIN ORGANIZED STANDARDS OF OPERATING PROCEDURES AND FILLING SYSTEM FOR CORPORATE DOCUMENTS.

To apply please send a cover letter and your resume by December 12, 2019 to
Suzanne Maurice
Director of Administration,
Canadian Association of Occupational Therapists
smaurice@caot.ca

We thank all applicants for their interest, however only those under consideration for the position will be contacted.


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