Executive Assistant

Job Title : Executive Assistant

Location : Any CCS Office (Toronto, Vancouver, Montreal, Victoria, Ottawa, Calgary, Halifax, St John's, Kelowna, Prince George, Hamilton, or Quebec City) Detailed office location information can be found by visiting this link : https : / / cancer.ca / en / contact-us

Work Model : Hybrid Work Model

Salary Band : 4 ($52,000 - $75,000 CAD)

WHY JOIN THE CANADIAN CANCER SOCIETY (CCS)?

The Canadian Cancer Society works tirelessly to save and improve lives. We raise funds to fuel the brightest minds in cancer research.

We provide a compassionate support system for all those affected by cancer, across Canada and for all types of cancer. Together with patients, supporters, donors and volunteers, we work to create a healthier future for everyone.

Because to take on cancer, it takes all of us. It takes a society.

Help us make a difference.

COME AS YOU ARE

At CCS, we embrace everyone’s uniqueness and recognize the strength that lies in differences. We believe in the power of our collective potential and strive to achieve a more diverse, inclusive, and equitable workplace to empower and create opportunities for all.

We welcome and encourage applications from all qualified candidates regardless of their gender, age, religion, race, ethnicity, and nationality.

Particularly equity deserving groups, such as members of the BIPOC, and 2SLGBTQI+ communities, people living with disabilities, veterans, and anyone who may contribute to the further diversification of the Canadian Cancer Society.

Together we unite and inspire all Canadians to change the future of cancer.

JOB OVERVIEW

The Research Executive Assistant performs a range of administrative and project management duties to facilitate effective operation of the Vice President Research Programs and Vice President Research Partnerships by providing executive-level administrative support.

This role also contributes to Research Team and Advisory Council on Research (ACOR) effectiveness and success by providing critical administrative support.

WHAT YOU’LL BE DOING :

1. Administrative Support to VPs

• Maintain VP’s schedules, including calendar management, meeting booking, travel and logistics.
• Send action emails as requested, prioritizing items, prompting responses, and following up on deliverables using advanced tech tools.

Include reminders, calendar updates, and other necessary follow-ups.

• Send replies on behalf of the VPs as directed
• Proactively manage VP’s time where appropriate
• Anticipate support needs and proactively manage with input from VP(s)
• Review and process expense claims in accordance with established policies and procedures and prepare credit card reconciliation.
• Establish and maintain confidential files and records
• Edit and draft documents and presentations using Word, Excel and PowerPoint, as needed.

2. Administrative Support for the Research Team

• Research Team meetings (via Teams) : send invitations, manage participants, record meeting, take minutes and manage action items where relevant.
• Assist with various internal and external meetings including scheduling, handling logistics, preparing an agenda, and sending materials for review in advance.

This includes compiling presentations, preparing meeting notes and maintaining action items list with follow up to ensure completion.

• Proactively identify and escalate conflicts to VPs as appropriate.
• Provide a wide range of other administrative support, including drafting and editing correspondence, managing files and digital dashboards, etc.
• Monitor departmental budget and support team members with financial coding of purchasing and processing of payments. Coordinate purchases using corporate credit cards.
• Work with other members of the Research Team to coordinate internal and external KD3 events, including but not limited to booking meeting rooms / venues, video conferencing, arranging catering, purchasing gifts, and preparing meeting materials.

Support meetings on site as needed.

Actively contribute to our culture of justice, belonging, equity, diversity, and inclusion by ensuring that all staff feel represented and heard regardless of their gender, age, religion, ethnicity, and nationality or race.

3. Administrative Support for the Advisory Council on Research

• Maintain and update Membership contact information and Term lists
• Coordinate meeting schedule, including calendar polls for timing, handling logistics, creating templates for the agenda, background notes and minutes and sending meeting packages prior to meetings
• Provide event planning and coordination for in-person meetings ( 1 per year anticipated)
• Support Research Team in ensuring meeting materials are prepared in a consistent format and collated for sharing at least 1 week in advance of meetings
• Ensure presentations and other materials are prepared in a consistent format in advance of the meeting
• Take detailed notes and draft meeting minutes for review and editing

QUALIFICATIONS :

• A minimum of 3 years related executive assistant experience
• Demonstrated experience working alongside and providing excellence in administrative and project management support to executives
• Proficient in advanced collaboration tools in MS Teams, OneNote, Zoom and SharePoint
• Familiar with online / cloud based / SharePoint document sharing / editing / permissions, etc.
• Basic understanding of cancer research an asset
• Advanced proficiency with MS Office Suite, including Word, Excel, PowerPoint, and Outlook
• Experience with hybrid team building; creating social events and other ways to collaborate for team members in both virtual and in-person settings.
• Previous experience with event management and / or project management is an asset
• Post-secondary education in any transferable field of study business administration or related field preferred
• Excellent attention to detail and analytical skills
• Ability to maintain the confidentiality of sensitive information
• Excellent verbal and written communication skills including the ability to write clearly and succinctly in a variety of communication settings and styles;

communicate with technical and non-technical users.

• Experience working in a team-oriented environment
• Ability to thrive in a fast-paced, hybrid environment
• Tech-savvy with superior organizational and time management skills
• Strong work ethic, ability to exercise discretion, demonstrates initiative, and works independently and in a team to do what it takes to get the work done
• Exceptional interpersonal skills, ability to build strong working relationships and interact with internal and external stakeholders at all levels of the organization

WHAT YOU CAN EXPECT FROM US :

CCS offers meaningful opportunities to help make a difference in the lives of Canadians with cancer, their caregivers, families and communities.

We are committed to building and nurturing an inclusive community for our employees by highlighting their unique experiences.

We value diverse skills and strongly encourage applications from all qualified candidates. CCS is committed to fostering a culture that is inspiring, supportive and exemplifies our core values :

COURAGEOUS UNITED CARING RIGOROUS

In return for your skills and dedication, we offer an attractive compensation package that encompasses a competitive salary, excellent benefits, which include paid parental leave, paid family sick time and health insurance, and the opportunity to have a rewarding employment experience where your contributions can make a true difference every day.

HOW TO APPLY :

Qualified candidates are invited to submit their resume, cover letter and salary expectations by November 4, 2024 .

We thank all candidates for their interest and advise that only those selected for an interview will be contacted.

OTHER INFORMATION :

CCS is committed to employment equity and encourages applications from all qualified candidates. In accordance with the local provincial Accessibility Act , accommodation will be provided as requested throughout the recruitment process.

We want to make the interview process a great experience for you!

Please note that in keeping with the mandate of CCS to model and promote healthy lifestyles , employees are not permitted to smoke in or about CCS premises or while carrying out CCS business.

Privacy Disclosure

We collect your personal information through forms, by phone or in person to evaluate your candidacy for the role(s) you have applied for, to contact you regarding your candidacy, and to generate recruitment-related reports.

If selected for a position at CCS the information provided will be used for the purposes of pre-employment checks and added to your employee file.

We may share your personal information with third parties, including recruitment consultants, within or outside your province or territory or outside Canada to carry out the purposes identified above, or as required by law.

We may contact you by mail, email, phone or text. You can exercise your right to access your information or have it corrected, unsubscribe from communications or withdraw your consent by selecting these options within the ADP system, or by contacting privacy@cancer.

ca. For more information about our privacy practices , visit cancer.ca / privacy.

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