Position Profile: Executive Assistant
Reports to: Executive Support and Administrative Services Manager
Vacancy Reason: Existing Position
About the Canadian Centre on Substance Use and Addiction
The Canadian Centre on Substance Use and Addiction (CCSA) changes lives by bringing people and knowledge together to reduce the harms of alcohol and other drugs on society. We partner with public, private and non-governmental organizations (NGOs) to improve the health and safety of people living in Canada. An NGO with a national focus, CCSA envisions a healthier Canadian society where evidence transforms approaches to substance use.
Acknowledgement
CCSA acknowledges that First Nations, Inuit and Métis people are the holders of Traditional Indigenous Knowledge. We respect the power of the Indigenous ways of knowing and of Traditional Indigenous Knowledge and commit to learning about and incorporating this knowledge into our work with proper guidance.
About the Position
Reporting to the Executive Support and Administrative Services Manager, Executive Assistant is responsible for managing the day-to-day administrative requirements to assigned member(s) of the Executive Office (E.O) to help ensure the smooth management of the organizational priorities. The role provides support through a combination of project management, writing and editing, research, and administrative and relationship support functions, and assists in managing relationships with external partners, including representatives of provincial, local or federal government agencies and/or private sector organizations. This position is part of an administrative support team that assists other divisions in CCSA as needed.
Responsibilities and Accountabilities
Executive Support
Manage the E.O. member(s) calendar, including assessing priorities, scheduling meetings and events, and coordinating travel arrangements and accommodations.Monitor the E.O. member(s) immediate and long-term commitments, identify conflicts, and proactively flag emerging issues.Prepare meeting agendas, compile briefing materials, and take minutes for meetings as assigned.Brief the E.O. member(s) and leadership team on upcoming meetings, key priorities, events, and documents requiring review or approval.Manage the flow of documents and correspondence for E.O. member(s) review and approval, ensuring accuracy, completeness, and timeliness.Draft, review, format, and proofread internal and external correspondence, presentations, policy briefings, talking points, and proposals, including sensitive and confidential materials.Follow up with staff on outstanding action items and ensure timely progression of deliverables.Provide executive-level support to other team members, as required.
Strategic Coordination and Initiatives
Manage and coordinate special projects and strategic initiatives on behalf of the E.O. member(s).Provide coordination and execution support for events, internal and external collaborations, and cross-divisional initiatives.Support the strategic initiatives process by liaising with stream leads and directors to ensure timelines and deliverables are met.Support periodic strategic planning activities, including coordinating focus groups, liaising with PAC, and preparing partnership and presentation materials.Liaise directly with the Office of the Minister of Health, the Privy Council Office and the Prime Minister’s Office as required.Assist in maintaining and strengthening relationships with organizational partners and collaborators.
This position profile is designed to provide an overview of the main responsibilities for the role. Other responsibilities not identified in this position profile may be assigned based on the person’s experience and operational requirements.
Qualifications
Eight to 10 years of progressive administrative assistant experience with a minimum of four years as an executive assistant to a senior executiveCompletion of a three-year community college program in business administration or equivalent professional practice in the administrative fieldAbility to communicate effectively and tactfully with staff, Board members, senior government officials and the publicKnowledge of formal and informal protocols and methods of supporting senior management level positionsStrong organizational and customer service skillsProactive, independent worker while also fostering collaborative teamwork to achieve collective goalsAbility to work well under pressure with multiple changing demands and deadlinesSound judgment, courtesy, dependability and discretion requiredExpert knowledge of MS Office (e.g., Outlook, Word, Excel, PowerPoint) and Adobe Acrobat (e.g., PDF) is essentialBilingual in English and French preferred
Assets
Experience working in or with governmental, non-governmental or international organizationsKnowledge of contact management databasesAbility to speak languages other than English and French
Working Conditions
Occasional high-intensity concentrationOccasional exposure to psychological challenging conditions, such as deadline pressure, interpersonal conflict or extended work hours for which no additional compensation is provided Mental Agility: Regular mental attention required to alternate, flex or adapt one’s attention to handle simultaneous multiple urgent demands and/ or perform detail-oriented work with regular interruptionsFrequent communication with internal contacts, occasional communication with external contactWork performed in an office setup or from home (hybrid/ remote as applicable) environment, with occasional on-site presence and extended hours during eventsPhysical demands are minimal; no sustained physical exertion is required
CCSA Values
CCSA is committed to equity, diversity and inclusion in all aspects of our work. As an organization, we are committed to ensuring that First Nations, Inuit and Métis people and all equity-deserving groups are fully represented, including women, people of colour, people with disabilities and people who are 2SLGBTQ+.
CCSA is dedicated to learning from and supporting people with lived or living experience of substance use and health. We encourage people with lived or living experience of substance use to apply to join the CCSA team.
CCSA promotes the rights of all people with disabilities as outlined in the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005, and its related Integrated Accessibility Standards Regulation. CCSA will make appropriate accommodations on request. Please inform CCSA in advance of a request for accommodation during the recruitment process by emailing hiring@ccsa.ca.
How to Apply
If you are interested in this position, please submit a cover letter and resumé. Located in Ottawa, CCSA works within a flex-hybrid model. The successful candidate must be willing to be onsite to attend in-person activities as required. We thank all applicants. Only candidates selected for an interview will be contacted.
No agencies please.
Artificial Intelligence (AI) Disclosure
At CCSA, we are committed to maintaining a fair and equitable hiring process. We do not use artificial intelligence (AI) to screen, assess, or select applicants for any positions. While mandatory eligibility questions may be used to confirm minimum requirements, all applications are reviewed and all hiring decisions are made by our hiring team, ensuring that each candidate is thoughtfully and individually evaluated based on their overall qualifications and experience.
