The position has two focuses and will be accountable for supporting the administrative needs of the CanWEA President (2/3 time) and the management of CanWEA’s Ottawa Office (1/3 time).
Executive Assistant Key Responsibilities:
Provide coordination, project and administrative support for the work of the CanWEA President which include (but are not limited to):
- Coordinating the Executive Committee and Board of Directors meetings, preparation of related meeting documentation, and acting as note taker;
- Managing the CanWEA Board Election process, CanWEA Awards process and the CanWEA Annual General Meeting;
- Administrative support with correspondence, maintaining filing systems, database input and management, responding to and directing internal and external calls and e-mails, executive appointment calendar and meeting schedule, meeting organization and preparation of materials, e-mail management, travel arrangement coordination, and expense report completion;
- Answering telephones and routine e-mail inquiries in a professional and courteous manner, and direct calls and e-mails accordingly; and
- Processing mail, faxes, deliveries, and packages (incoming and outgoing);
- Collaborate with other administrative resources to support efficiency and avoid duplication of effort.
- Periodic travel for meetings and events within Canada (approximately 5-10% of time)
Managing CanWEA’s Ottawa Office, which may include (but is not limited to):
- Facilitating the resolution of administrative and office management issues within the organization and bringing forward recommendations for service enhancements,
- Liase with our IT Service Provider to make them aware of new accounts, access concerns, phone items, etc.
- Managing and negotiating contracts, service level agreements and procurement requests with suppliers, office services/supply providers, and various contractors (e.g., storage), as well as liaising with all of them to ensure smooth functioning of the facilities;
- Managing the CanWEA office space and infrastructure / supply needs
- Undertaking specific projects/initiatives as requested.
Skills and Knowledge Requirements:
- 5+ years experience in general office administrative functions with 3 years of executive/senior management office administration.
- Proven ability to work effectively in a team.
- Well organized and able to use good judgement to assess the priority and sensitivity of different work items in an environment where delivery may be subject to time constraints.
- Excellent communication (both written and verbal) skills to effectively provide a high level of service to internal and external clients to professionally represent CanWEA (French language skills are desired, but not required)
- Superior office administrative skills and practices (including experience with the Microsoft Office suite)
- Experience with entry into, and use of, contact management databases
- Strict adherence to CanWEA’s policy and regulatory requirements and maintenance of a high level of discretion / confidentiality with sensitive information and materials.
- Able to identify, define and propose initiatives and actions that will enhance the efficiency and effectiveness of CanWEA’s team.
CanWEA is an equal opportunity employer. We appreciate your interest in this role and we will be in touch with those candidates that best exemplify the background, skills and abilities that fit our requirements.
Please send a cover letter and detailed resume to email@example.com.
About the Canadian Wind Energy Association:
CanWEA is the voice of Canada's wind energy industry, actively promoting the responsible and sustainable growth of wind energy. A national non-profit association, CanWEA serves as Canada's leading source of credible information about wind energy and its social, economic and environmental benefits. Join us on Facebook, follow us on Twitter and for insight on industry issues join the conversation at www.windfacts.ca.
For Canada to be a world leader in the production of clean wind energy, CanWEA believes we can and must reach a target of producing 20 per cent or more of our electricity from wind. Learn more at canwea.ca.