CCA invites applications from all qualified candidates for the Executive Assistant position.  We thank all applicants for their interest, however only candidates with the required skills and experience will be scheduled for an interview.   

The Canadian Co-operative Association (‘CCA’) is committed to employment equity and diversity in the workplace. For more information about CCA we encourage you to visit our website. www.coopscanada.coop

General Description

The Executive Assistant (‘EA’) provides administrative and co-coordinating support to ensure effective and efficient functioning of the office of the Executive Director.   The EA acts as Acts as Recording Secretary and manages official records of the Board of Directors and Committees of the organization. 

Key Responsibilities

Office of the Executive Director

• Provides administrative support and assistance to the Executive Director, including schedule management and coordination, planning, budget, committee meetings (including senior management committee), issuing notices and recording minutes. 
• Coordinates and arranges ED travel and meetings by developing itineraries, scheduling travel, booking other transportation, arranging lodging and meeting accommodations.
• Represents the ED by welcoming visitors, reviewing and preparing correspondence, arranging corporate functions and Board meetings, responding to inquiries and ED meeting requests.

Board of Directors

In collaboration with the Executive Director and the Board of Director Presidents, manages all aspects of the CCA/CDF Board meetings including, but not limited to:

• Coordination and scheduling for Board and committee meetings
• Preparing all meeting documentation (agendas; materials; Board information kits)
• Arranging logistics, translation requirements, etc.
• Minute-taking at the meeting; ensuring Minutes are signed regularly for auditing purposes.
• Developing post- Board meeting reports for distribution to the Board, staff and members.
• Researches, updates and maintains bylaws and Board Policy Manual as required.
• Completes all corporate and statutory filings, e.g. change in directors, annual summary.

Other duties as assigned by the Executive Director

• Provides administrative support to the senior management team, including coordination and scheduling of management team meetings, preparation of Minutes, and ensuring follow-up by Directors on key agenda items
• Provides administrative support to the Business Development unit and the Programs department in competitive bidding processes including contacts with bidding team members, consultants and other agencies. 
• Conducts research, collects and analyses data to prepare reports and documents.

Skills and Knowledge

• Experience working with Boards of Directors and Committees
• Maturity and ability to exercise tact, diplomacy, discretion and confidentiality
• Ability to multitask and work on multiple concurrent deadlines
• Ability to work effectively as part of a team
• Ability to work with minimum of supervision
• Advanced skills in Microsoft Office Suite software (Word, Excel, Outlook, PowerPoint)
• Excellent written and verbal communication skills
• Experience recording and transcribing minutes of meetings
• Information gathering and monitoring skills
• Judgment and decision-making ability
• Knowledge of standard office administrative practices and procedures
• Organizational planning and problem solving skills
• Possess an enthusiastic demeanor, flexible and adaptable attitude, and a willingness  to be cross-trained in other aspects of the organization

Education and Work Experience Requirements

University degree or post-secondary education with a diploma related to executive office administration.  Minimum of 10 years’ experience providing administrative support to senior executive management (C-suite) with a minimum of 5 years’ experience working with Boards of Directors. 

Other Requirements

Familiarity and experience working with co-operatives an asset

Application Process and Deadline

1.  Applications should be submitted no later than 4:00 p.m. Friday, October 2, 2015.  Late submissions will not be accepted.
2.  Please reference the job title in the email subject line and submit your resume and cover letter in confidence to cca.apply at coopscanada.coop.
3.  Cover letters should be addressed as follows: 

                    Canadian Co-operative Association
                    Attention:   Human Resources
                    275 Bank Street, Suite 400
                    Ottawa, Ontario K2P 2L6

SOURCE: Canadian Co-operative Association