The Canadian Association of Midwives (CAM) is the national professional association representing midwives and the profession of midwifery in Canada.
CAM is staffed by a team of enthusiastic individuals dedicated to providing support for midwives and the profession of midwifery across Canada.
CAM is seeking an Executive Assistant / Office Manager to assist the Executive Director with daily tasks and to organize and coordinate office administration. The successful candidate will have sound customer service skills, be detail oriented and demonstrate years of experience in office administration.
CAM is seeking a candidate that would enjoy the variety of tasks that this duel role offers and will help contribute to a pleasant work environment, ensuring high levels of organizational effectiveness and communication.
Duties and Responsibilities
Assists the Executive Director with daily schedule and duties. Essential duties include the following:
Manages Executive Director’s calendar, email & voice mail.
Coordinates and manages Executive, Board, committee & staff meetings (i.e. scheduling, developing agendas and meeting materials).
Produces expense reports, time sheets & arranges travel for Board & Executive staff members.
Assists in drafting policy & communicating new procedures to staff.
Drafts correspondence and presentations.
Records, transcribes, and distributes notes/minutes of meetings.
Posts employment opportunities to job sites and manages flow of incoming candidate applications.
Assists new employees with their orientation to the organization, benefits enrollment, and tax forms.
Manages other projects and supports work as needed to enhance administrative effectiveness and achieve organizational goals.
Assumes role of primary contact for the office landlord and facilities management and all office suppliers.
Procures equipment, licenses & additional services as required to meet the growing needs of the organization while proactively evaluating service packages to identify opportunities for cost saving and quality improvement.
Manages and tracks the inventory of office supplies and office assets.
Supports Finance Manager in evaluating large purchase requests and produces purchase orders as needed.
Maintains office facilities and equipment by troubleshooting issues with software, hardware, and other technological equipment & services (Internet, mobile phones, IP phone system, printer & computers).
Administers Microsoft 365 for entire office (i.e. creating & deactivating user accounts, resetting passwords and permissions).
Assumes role of primary point of contact for outsourced IT support, and aids employees seeking support to ensure timely issue resolution.
Identifies recurring issues and works with vendors to resolve them.
Communicates pertinent building/facility information to employees, including safety and evacuation procedures.
Ensures the secure management of all office keys, codes, and passwords.
Plans space allocations, layouts, and floor moves as required.
Acts as direct supervisor to the Administrative Assistant.
Organizes coordinates and communicates administration duties and office procedures.
Ensures electronic filing systems are logically organized and appropriately maintained.
Qualifications, Knowledge, and Skill Requirements
Education in administration or relevant discipline.
Three (3) years of solid administrative experience in an office setting.
Experience with managing staff.
Excellent verbal and written communication skills.
Bilingual in English and French (verbal and written).
Demonstrated ability to manage complex tasks and prioritize competing demands to meet deadlines.
Proficiency in Microsoft Office Suite (Outlook, Word, Excel & PowerPoint).
Basic knowledge and understanding of computer management.
Basic knowledge and understanding of cloud services.
*The CAM office is a bilingual work environment, however strong English verbal and written skills are integral to this position as most communication with the Board of Directors and other national and international member organizations is conducted in English.
The successful candidate will be:
Demonstrate strong interpersonal and customer service skills;
Demonstrate excellent organizational skills and attention to detail;
Able to take initiative and problem-solve;
Team-focused, enjoys working as part of an active group of engaged individuals, sharing information readily with co-workers, and listening to and respecting others;
A person who presents a high degree of maturity, honesty, and trust.
Experience with Microsoft 365 Enterprise online administration.
Experience working for not-for-profit organizations.
Additional software knowledge (i.e. Adobe Creative Suite, Adobe Acrobat, Sage 50).
Working Conditions & Location
Work is conducted from our head office located in Montréal, Québec.
Full-time 12-month maternity leave contract beginning mid-April, 2017.
Competitive salary based on experience.
Friendly and flexible work environment.
Please follow these instructions:
To apply, you must be eligible to work in Canada.
Send your CV and a cover letter in one PDF document and ensure that your first and last names and the letters MANAGER are included in the file name.
Send your PDF by email ONLY with the subject “Executive Assistant Application” to email@example.com
Deadline for applications is 5pm Eastern Time on March 26th, 2017
We thank all applicants for their interest however, only applicants selected for an interview will be contacted.