Canadian Centre on Substance Use and Addiction

Position Title: Administrative Assistant to Executive Office and Facilities​​​​

Reports to: Chief Executive Officer and Director, Finance
 

The Administrative Assistant to Executive Office and Facilities provides a wide range of support to the executive assistants to the Chief Executive Officer (CEO) and to the Vice-President, Operations and Strategies, helping to ensure the smooth operation of the Executive Office and reception. In addition, the Administrative Assistant to Executive Office and Facilities reports to the Director, Finance, about facilities-related responsibilities.

Responsibilities

Executive Office

  • Coordinate and schedule internal and external meetings for the Executive Office
  • Maintain an up-to-date contact database for the Executive Office
  • Maintain a mail log of incoming and outgoing mail for the CEO’s office
  • Prepare purchase orders, expense reports and travel arrangements for the Executive Office
  • Arrange and coordinate couriers and mail distribution for the Executive Office​
  • Provide assistance to the Executive Office executive assistants in preparation for CCSA Board of Directors’ meetings, and other internal meetings as required
  • Handle confidential and sensitive information with discretion
  • Other duties as assigned

Reception

  • Provide reception duties representing CCSA, often as the first point of contact
  • Ensure the smooth functioning of the reception area and boardrooms
  • Answer general phone inquiries and direct phone inquiries to the appropriate staff members, and reply to general information requests with accurate information
  • Other duties as assigned

Facilities

  • Maintain and order supplies for the office
  • Liaise with property management team for office maintenance
  • Other duties as assigned

Qualifications

  • Bilingual, English and French
  • Three to five years of administrative experience
  • Relevant training and experience, preferably through a diploma or degree program
  • Significant experience with electronic calendar
  • Strong knowledge of MS Office (Outlook, Word, Excel and PowerPoint) is essential; knowledge of databases is an asset
  • Demonstrated organizational and time management skills
  • Strong communication skills, verbal and written
  • Ability to work well under pressure and with little supervision
  • Sound judgment, tact, courtesy and discretion
  • Professional demeanour
  • Ability to think proactively
  • Strong problem-solving skills
  • Enthusiastic team player
  • Strong attention to detail

Assets

  • Experience working in or with governmental, non-governmental and international organizations
  • Project management experience in both the public and private sectors

Consideration of candidates will begin immediately and will continue until the position is filled. Interested candidates should submit a résumé and covering letter by email to hr@ccsa.ca. We thank all respondents; however, only those candidates selected for an interview will be contacted.

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