Executive Assistant

at  Canadian Nurses Protective Society CNPS

ABOUT US

The Canadian Nurses Protective Society (CNPS) provides legal advice, risk management services, legal assistance and professional liability protection related to nursing practice to over 150,000 eligible Canadian nurses across all Canadian provinces and territories. A non-profit legal support system created by nurses for nurses, the CNPS is specifically tailored to meet the professional liability needs of nurses in all professional nursing roles.

REQUIREMENTS

• Post-secondary education in business or related discipline (Business Administration and/or Legal Administration preferred) or an equivalent combination of education and experience
• Seven (7) or more years of experience in a similar administrative capacity, preferably supporting senior leadership
• High degree of proficiency with office applications, specifically Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Planner); virtual meeting platforms (MS Teams, Zoom), and file management/collaboration platforms (SharePoint)
• Synoptic thinker with the ability to analyze data and identify opportunities
• Ability and willingness to commute/relocate to Ottawa

Office management and administrative support for the CEO

• Plan and coordinate the schedule of the CEO
• Prioritize demands
• Plan and organize stakeholder meetings
• Answer and redirect phone calls as required (CEO’s Office)
• Maintain contact lists
• Maintain an organized electronic filing system in SharePoint
• Produce, edit, and proofread documents
• Coordinate travel arrangements
• Perform other administrative support tasks as required

Board and Annual Meetings

• Plan and coordinate Board meetings and Board committee meetings, including the scheduling of Board meeting, contracting for appropriate accommodations, participating in the preparation of the agenda and the decision support documents
• Record and distribute meeting minutes
• Coordinate the replacement of Board members at the end of their terms, and the orientation of incoming Board members
• Update and maintain corporate documents, including bylaws, regulations, office policies and procedures

Project Management

• Maintain a dashboard of key internal and external priorities and deliverables
• Participate in the elaboration of workplans
• Monitor progress and deadlines
• Identify and report relevant developments
• Liaise with internal staff and external stakeholders to support the realization of the priorities and deliverables