Engineers Canada exists to provide national support and leadership on behalf of the engineering regulators in Canada to promote and maintain the integrity, honor, and interests of the profession.

To protect the health and safety of its employees, Engineers Canada has implemented a COVID-19 Vaccination Policy, which requires all employees to be fully vaccinated against COVID-19, subject to any medical or other human rights grounds. Any offer of employment from Engineers Canada will therefore be conditional upon the provision of proof of vaccination or proof of a medical reason preventing vaccination.

The Executive Assistant provides a high level of support to the Corporate Affairs and Strategic Partnerships Team. The Executive Assistant plays a key role in ensuring the seamless functioning of the Corporate Affairs and Strategic Partnership Team, as well as assist the Program Managers with administrative projects and activities, including establishing and maintaining an administrative infrastructure that facilitates the activities of a diverse team of professionals.

The Executive Assistant will be assigned various complex tasks to support the team. In addition, the Executive Assistant acts as the coordinator for various committees and working groups and is required to arrange logistics, prepare, and distribute agendas and minutes. The incumbent liaises at all levels with staff, volunteers, the engineering regulators, and government and takes initiative in solving problems and maintaining strong working relationships within the parameters of the position.

The Executive Assistant has access to sensitive information, and must ensure a high degree of confidentiality, integrity, and loyalty.

Key Accountabilities

Administrative Writing

  • Drafts and revises documents using templates and coordinates the translation of administrative correspondence on behalf of the team.
  • Reviews and formats various written material prepared by others to ensure accuracy.
  • Attends meetings chaired by members of the department to take notes and prepare minutes to follow up on decisions made and follows up as necessary to receive and communicate the decisions made.
  • In the Corporate Affairs and Strategic Partnerships’ Team’s absence, responds to urgent requests either directly or by referring the matter to the appropriate individual.

Schedule and Meeting Management 

  • Manages the VP's calendar and schedules and confirms meetings to optimize use of time.
  • Organizes and coordinates scheduling of meetings for committees chaired by the department and any other assigned meetings or special events to ensure these activities run smoothly. To this end, reserves meeting rooms, maintains updated list of members, prepares, and sends out meeting invitations and agendas.
  • Prepares and distributes any necessary documents and files and follows up on decisions made.
  • Manages and coordinates webinars, agendas, and minutes for a variety of committees and working groups.

Travel Arrangements

  • Coordinates travel arrangements, processes expense claims and registrations related to meetings and conferences.
  • Conducts research of suppliers to obtain estimates and make the necessary reservations in compliance with Engineers Canada procedures.
  • Assemble the necessary documentation, follows up and collaborates with other Engineers Canada departments to finalize the payment of invoices and the reimbursement of travel expenses.

Administrative Projects and Initiatives

  • Serves as a resource person for the national crest program distributing crests, following up with participants and managing the program's tracking sheets.
  • Supports the awards, fellowship, and scholarship program following up with recipients and supporting logistical and other administrative duties as necessary.
  • Supports conference communications, logistics, and other administrative duties as necessary.
  • Assist in the management of the translation workflow.
  • Assists with the maintenance of documents, files, databases, and systems.

Job Qualifications and Education

Education

  • Graduate from a recognized university, or a diploma or an equivalent combination of education and experience.

Experience

  • Minimum of (5) five years of experience at an administrative support to a senior level position.
  • Demonstrated proficiency in office and administrative skills.
  • Capacity to work under pressure with attention to detail. Must be able to simultaneously address numerous tasks and priorities.
  • Ability to demonstrate tact, diplomacy.
  • Demonstrated ability to be creative and innovative when problem solving.
  • Proficient in the use of Project Management principles, practices, and tools with a track record of delivering projects on time and on budget.
  • Experience working with the wide diversity of cultures within staff, volunteers, clients, and the community in general.
  • Strong organizational, interpersonal, problem-solving and time management skills.

Desirable

  • Proficiency in the use of Microsoft Office 365 Business, SharePoint, and Microsoft Teams.

Language: Proficiency in English is required. Proficiency in French is an asset.

Working Conditions (Hybrid): There is a requirement to work three days in a week from the office during the first three months. This position includes occasional travel within Canada.

Location: 55 Metcalfe Street, Suite 300, Ottawa, Ontario K1P 6L5

Please submit a cover letter and resume, by e-mail no later than August 2, 2022 to human.resources@engineerscanada.ca.

We are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, or age.

Please note that the personal information collected as a part of your application will be used to process your candidacy for employment. If you are the successful candidate, the information will form part of your employment record at Engineers Canada. If your application is not successful, the information will be retained for 6 months and then destroyed in accordance with Engineers Canada’s Privacy Policy. To access Engineers Canada’s Privacy Policy, click here. Engineers Canada is not responsible for fees related to unsolicited resumes received from recruitment agencies.