Position starts: January 2016
Summary
Oceana Canada, an independent charity established to restore Canadian oceans to be as rich, healthy, and abundant as they once were, is proud to be affiliated with the international family of Oceana organizations. Oceana Canada works with civil society, academics, fishers, and government to return Canada’s formerly vibrant oceans to health. We engage in fact-based campaigns designed to preserve the bounty of the sea as a source for wild-caught fish, as well as to preserve the marine ecosystem for our own and future generations.
Oceana Canada seeks an Executive Assistant, based in our Toronto office. The Executive Assistant will provide principal administrative and project support to the Executive Director. The Executive Assistant handles confidential matters, facilitates departmental information exchange, and maintains a collaborative alliance with internal and external constituents. The Executive Assistant manages a varied, high-volume workload and works independently to meet deadlines and accomplish tasks.
Principal duties and responsibilities
Work with Executive Director to manage all stakeholders’ relationships, including external constituents and vendors.
Act as the first point of contact for the organization, including responding to incoming calls and general information emails.
Use a high degree of tact, judgment and strong interpersonal skills to address timely correspondence and phone inquiries, minimizing handling by the Executive Director
Coordinate special project initiatives commissioned by Executive Director, including implementing customer relationship management (CRM) and project management systems and training employees on their use.
Draft correspondence, briefings, meeting memos, departmental reports and presentations on behalf of the Executive Director.
Schedule and attend meetings, completing appropriate tasks, engaging outside stakeholders, and providing the Executive Director with periodic updates.
Organize, manage and handle follow-up for departmental and international meetings, working with the Executive Director to track follow-up and assignments given to direct reports.
Handle research assignments for the Executive Director using the internet, Oceana’s library and other sources.
Provide general support to Executive Director, including drafting contracts, booking travels, and scheduling meetings.
Other duties as assigned.
Requirements
Bachelor’s degree required. Education in project management, PMP or equivalent certification preferred, or equivalent direct work experience.
Administrative experience required. Must have excellent computer skills, including proficiency in using word processing, spreadsheet, scheduling, project management, and presentation software. Microsoft Office Suite expertise required.
Demonstrated success in project delivery and execution of project management methods. Ability to create and edit project documents, materials and presentations.
Ability to represent Oceana Canada in a professional, diplomatic, and responsive manner.
Ability to effectively communicate with technical, professional, and upper management staff, and build and maintain lasting relationships with business units, corporate departments, key managers, board members, major donors, and other stakeholders.
Must maintain strict confidentiality in working with sensitive data and possess strong judgment in handling communications, expenses and budgets.
Strong problem identification and resolution skills.
Ability to handle many tasks simultaneously, with speed, accuracy, and courtesy, show initiative, and exhibit exceptional level of insightful planning and understanding of abstract concepts.
Flexibility to adjust to shifting priorities and deadlines. Must be willing to accept varied workload, including travel and working outside of normal work-week hours.
Fluency in French is an asset.
Oceana Canada offers a competitive salary and benefits package.
Oceana Canada is an equal opportunity employer. In accordance with the Accessibility for Ontarians with Disabilities Act, support will be provided in the recruitment process and accommodations for disabilities will be provided on request wherever appropriate. All offers of employment are conditional upon the successful completion of reference checks and a criminal background check.
While we thank all candidates for their interest, only those short-listed will be contacted.
TO APPLY:
Please send your resume and cover letter, including your salary expectations, to:
hr@oceana.ca
by 5:00 p.m. on November 13, 2015.