Executive Assistant

Position Executive Assistant Department Policy and Public Affairs Classification Level 3 Salary Our salaries generally range from $56,500 - $63,000 and are based on qualifications and experience Languages

Bilingualism (English And French) Is Required

Term Permanent Full-Time Location Hybrid (Ottawa)

Background

The Federation of Canadian Municipalities (FCM) is the national voice of municipal governments, representing the interests of cities and communities with the federal government.

With over 2,000 members including Canada's largest cities, small urban and rural communities, and 20 provincial and territorial municipal associations, FCM represents over 90% of Canada’s population. As the national voice of Canadian municipalities, FCM is an organization that strives to make the communities Canadians live in more prosperous, sustainable, and equitable.

FCM aspires to be an organization that is deeply respectful, collaborative, empowering and transparent in our work. As the national voice for Canada’s local governments, FCM is committed to strengthening Canada by achieving results for Canadian communities and cities, and by sharing knowledge and experience on the world’s stage, so that others may improve the quality of life in their communities. All leaders in the organization are expected to lead in a manner that embraces these values, the corporate culture and the passion for FCM’s mission.

Major Purpose

The Executive Assistant is responsible for the day-to-day oversight and management of the schedules, emails, and priorities for the Executive Director of Policy and Public Affairs. The Executive Assistant also plays a critical role in supporting the Executive Director and the PPA Department by providing senior administrative and business support, including additional support to PPA Directors when required. The incumbent will align their efforts with the Executive Director’s objectives by performing advanced administrative tasks that enables the Executive Director to perform at a highly strategic level

The incumbent embodies FCM’s commitment to being a healthy, diverse, inclusive and anti-racist organization. The Executive Assistant will maintain the highest level of confidentiality, professionalism and good judgment as well as manage workload proactively and prioritize tasks in a fast-paced corporate environment.

Key Responsibilities

• Proactively provides senior administrative support to the Executive Director including calendar organization, meeting planning and preparation, tracking documents and correspondence, and managing deadlines.
• Oversees the preparation and coordination of meetings attended by the Executive Director and maintains a comprehensive collection of information by ensuring all meeting materials and related data are readily available.
• Arranges travel and accommodations for the Executive Director.
• Provides advanced administrative support to the Executive Director for FCM gatherings (board meetings, executive committee meetings, annual conference, advocacy days, provincial-territorial association meetings).
• Prepares and proofreads a variety of documents (in English and French) including correspondence, slide presentations, charts, and project plans for the Executive Director.
• Represents the Executive Director and the Policy and Public Affairs Department with professionalism and a collaborative approach with external organizations, elected officials, city staff, FCM employees, and other internal and external stakeholders.
• Guides the day-to-day schedules for the Executive Director and is responsible for keeping him informed of upcoming commitments and responsibilities and ensures appropriate follow-up actions are taken.
• Guide special projects and workflows from initiation to completion, as directed.
• Ensures documents are kept updated and responds to requests for materials.
• Oversees the monitoring and management of incoming correspondence (such as mail and email) to the Executive Director’s inbox, which includes tracking urgent priorities, responding to straightforward requests as appropriate, redirecting requests to the appropriate department when necessary, and drafting responses for the Executive Director.
• Interacts with and maintains external business relationships with key stakeholders, Board Members, Members of Parliament, and other elected officials.
• Contribute to optimize organizational procedures to increase efficiency and productivity and acts as an advisor to help improve internal administrative processes.
• Coordinate and maintain communication on the P&C MS Teams Channel for all staff including periodically posting approved PPA announcements.
• Provides back-up administrative support within the PPA office as required for vacation coverage and other absences.
• Helps to build a highly inclusive culture.
• Other duties and special project assignments, as required in the PPA Department.
  
  

Knowledge, Experience And Skills

• Post-secondary education in an administrative, office support or related field.
• Minimum seven (7) years’ progressive experience as an executive assistant, including at least five (5) years of experience providing administrative support to a senior executive.
• Demonstrated outstanding organizational and problem-solving skills, with the ability to prioritize workload, respond to shifting priorities in a fast-paced and evolving environment, while meeting deadlines.
• Proficient in using office software and tools, including MS Office Suite.
• Customer-oriented mindset, a genuine collaborative and professional style and highly effective interpersonal skills.
• Knowledge of business support processes and tools and administrative management practices and procedures.
• Ability to collaborate effectively with people from different cultural/diverse backgrounds and proven commitment to anti-racism, equity, and inclusion.
• Keen attention to detail and accuracy in all aspects of work.
• Possession of a high degree of professionalism, integrity and discretion.
• Highly resourceful and solution focused team player, with ability to work independently and with limited oversight and guidance.
• Ability to maintain confidentiality and tact when dealing with sensitive issues and information.
  
  

Language Requirements

• Excellent written and oral communication skills
• Fluency in English and French is required
  
  

The benefits to joining the FCM team include summer hours (Fridays off between July 1st and Labour Day); office facilities located in the ByWard Market, FCM’s commitment to employee development and a competitive range of employee benefits and services. FCM encourages flexible work arrangements to support the wellbeing and productivity of employees.

The Federation of Canadian Municipalities is committed to fostering an organizational culture that embraces equity, diversity, inclusion and belonging, where individuals from diverse racial and ethnic identities, nationalities, social economic status, sexual orientation, gender identity/expression and physical and mental abilities can thrive and be fully engaged at their best level.

FCM welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.

The future of work at FCM includes a hybrid work model; therefore, this role will be a combination of virtual and on-site work. The successful candidate is required live in and be authorized to work in Canada. They are also required to be able to work from home/remotely, from within Canada.

For additional information on this posting, or for further information on FCM, access our website at www.fcm.ca. Visit the careers section of our website to apply. The deadline for applications is September 11th, 2024

We thank all candidates for their interest; however, we will only contact those selected for an interview. All the applications will be kept on file for six months following the hiring.