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Job title: Office Manager / Executive Assistant
Company: Association of Canadian Port Authorities
Job description: It’s not every day you come across an opportunity like this: a chance to work with an organization that has a direct impact on the total Canadian economy. OH, and did we mention the REALLY big ships? We’re the Association of Canadian Port Authorities (http://www.acpa-ports.net/index.html) – we’ve been in existence for over 60 years, representing the 17 Canada Port Authorities located across the country. Together, these ports account for more than $400 billion towards the Canadian economy. It is without exaggeration when we say that when you work with us, you will impact one of the biggest economic levers in the country. If you’re ready for an exciting and dynamic role in an incredibly impactful organization, then we can’t wait to hear from you. What you’ll be doing As our new Office Manager / Executive Assistant, your main responsibilities will be split into four streams. * Office management – you’ll oversee all aspects of the physical office environment and serve as the point person for dealing with suppliers and vendors (i.e., IT services, equipment, office supplies etc.). You’ll run reception, direct calls and visitors, and manage all relevant office and personnel files. Your goal will be to ensure that our office is always running smoothly, and that our team has everything they need to do their jobs effectively. * Accounting support – you will be the main liaison to our offsite bookkeeping service and auditors, will manage the AP function, and work with QuickBooks Online. * General administrative support – as needed, you’ll provide support to our team and board, particularly in preparation for board and committee meetings. This includes scheduling, logistical arrangements for meeting venues, compiling and distributing meeting materials, and sometimes attending meetings to take minutes. * Executive support – you’ll work directly with the President, managing her agenda and priorities, and assisting with meetings, correspondence, and travel arrangements as needed. Your day-to-day support will be critical, so she can focus on achieving the organization’s long-term, strategic goals. Success in this role will require someone who understands how to manage multiple competing priorities effectively, in a high-volume rapidly changing environment. We want someone who is not afraid to step up and truly own their role – someone who is comfortable working closely with a group of strong personalities, and confident enough to know when, where, and how to push back to ensure the team always stays on track. The ideal candidate will be organized yet flexible, and able to adapt quickly to the changing priorities and demands of our team. They’ll gain the trust of the team and make themselves indispensable to the daily operations of our office. They will be forward looking and proactively act to address the needs of our office and team. Working with the Association of Canadian Port Authorities This is a full-time permanent position, working Monday to Friday during core business hours, with flexibility. We’re offering a highly attractive annual salary of $65,000 – $70,000/year commensurate with experience, along with three weeks vacation, Christmas shutdown, benefits package and a funding package that you can self-direct to an RSP. Occasional travel is required (once or twice a year), as are the odd evening and early morning as required by the Board. We are also a small office (just five people!) so fit is huge. We need someone who truly embraces innovation, collaboration and cohesion, and continuous learning; someone who is excited to thrive in a high-pressure environment and bring positivity to everything they do no matter what the day throws at them. What Makes You an Ideal Candidate Excitement and passion for everything you’ve read so far will go a long way, but your success in this role will also depend on the following skills and experiences: * 5+ years in a similar office management role, in a small office, ideally within an association (or similar organization – i.e., regulatory body, non-profit, etc.) * Experience preparing professional communications, with excellent English writing skills * Functional bilingualism in English/French is preferred and considered an asset * Post-secondary degree or diploma in administration, office management, or similar * Experience with bookkeeping and accounting functions (accounts payable, accounts receivable, working with auditors, etc.) * Experience using QuickBooks Online * Experience providing administrative support to a Board of Director and Board Committees * Experience supporting a CEO or senior executive * Strong proficiency with Microsoft Office Suite including Word, Excel and Outlook (calendar management, formatting, formulas) How to Apply Our online application gives you the chance to apply as more than just a resume. We’ll assess your qualifications, personality traits and workplace preferences, which should take 10 to 15 minutes to complete. After submitting, you’ll be able to view your results. We strive to build diverse teams that reflect the community, and encourage applications from underrepresented groups such as women, visible minorities, Indigenous peoples, people identifying as LGBTQ2SI, veterans, and people with disabilities. If we can make this easier through accommodation in the recruitment process, please contact us using the “Help” button. We will review applications, with priority given to those who have completed the assessment and look forward to hearing from you.
Expected salary: $65000 – 70000 per year
Location: Ottawa, ON
Job date: Fri, 07 May 2021 07:34:05 GMT
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