Administrative/Executive Assistant to the CEO
Canadian Partnership Against Cancer - Toronto, ON

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Created in 2007, the Canadian Partnership Against Cancer (“the Partnership”) is an independent organization funded by the federal government to accelerate action on a national cancer control strategy. The Partnership collaborates with a variety of experts, organizations and stakeholders across the country to harness the best of what is working well to control cancer and to effectively implement this strategy coast to coast. We share with our partners the common goals of reducing the risk of cancer, lessening the likelihood of Canadians dying from cancer and enhancing quality of life for those affected by cancer.
With funding for a second five-year mandate to 2017, our vision is to continue to lead, learn and take action on the growing body of evidence and knowledge about cancer prevention and care. With a focused approach, the Partnership will execute its strategic priorities, tangibly measure and demonstrate the impact of how its pan-Canadian cancer control strategy has reduced the burden of cancer on Canadians.

Overview of Role
Reporting directly to the Partnership’s Chief Executive Officer, the Administrative/Executive Assistant is accountable for providing administrative, logistical and issues management support to ensure a high functioning executive office.
Mandate-Specific Accountabilities

  • Understands and is aware of the Partnership’s priority initiatives and the distribution of work across the organization to effectively identify linkages in work in order to effectively draw upon appropriate staff as necessary to facilitate issues management
  • On behalf and at the request of the CEO, deals with internal/external stakeholders to facilitate the effective management of issues, meetings and scheduled appointments including ensuring meeting material is received well in advance of meeting to support the CEO and to meet the highest level of performance standards
  • Manages the CEO’s schedule with respect to meeting logistics (including travel), information requirements and contact with internal/external stakeholders
  • Provides meeting support including (as required):

o logistical support, preparation and distribution of meeting materials, minute taking, schedule meeting rooms, catering, and appropriate follow up on action items
o Reviews and codes meeting expenses following the Partnership’s policies and processes
o Maintains records of event aspects, including financial details, attendees and invoices, and updates the events tracking system accordingly

  • Keeps Vice Presidents apprised of issues impacting their work, as necessary
  • Effectively works with VPs and Division staff to understand issues requiring the attention of the CEO and to effectively manage the CEO’s schedule by bringing issues forward in a timely manner to support the decision-making process
  • As an experienced administrative professional, contributes to and acts as mentor to other Partnership administrative staff to facilitate the achievement of a performing administrative team and to ensure consistent adherence to policies and procedures within the CEO’s office and across Divisions
  • Maintains external stakeholder confidence and protects the organization by keeping information confidential
  • Reads and analyzes incoming memos, submissions, and reports to determine their significance and plans their distribution
  • Maintains up-to-date committee and mailing lists, databases, records management systems, and paper and electronic filing systems for the area, ensuring accessibility of data
  • Performs other administrative duties including:

o Answers routine inquiries and fills requests for program materials and literature
o Composes routine correspondence, sometimes of a confidential nature
o Prepares invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software
o Opens and sorts incoming mail. Prepares outgoing mail, including bulk mailings
o Screens and directs incoming calls, and takes messages as necessary
o Orders supplies, maintaining inventory
o Other administrative duties as required to support the CEO

Essential Skills and Attributes

  • Demonstrated ability to understand and assess priorities of all requests (meetings, appointments and issues) being made to effectively manage the CEO’s time and office appropriately
  • Strong internal and external relationship management skills, ability to interact and work professionally and effectively with staff at all levels and key stakeholders
  • Proven ability to plan effectively, meet deadlines and seek out or develop innovative solutions to support planning and execution of work
  • Excellent written and oral communications skills to answer queries and prepare correspondence and reports with professionalism
  • Excellent organizational and problem solving skills
  • Quality orientation and attention to detail
  • High degree of diplomacy, tact, discretion and good judgment
  • Demonstrates exemplary customer service skills
  • Superior administrative skills and knowledge of administrative protocols, office procedures and practices to provide daily professional administrative assistance to the assigned executives
  • Proven ability to initiate new, effective administrative procedures
  • Knowledge of electronic and paper-based document management systems
  • Self-motivation and initiative
  • A commitment to collaboration and a joint-accountability approach
  • Adaptability to unanticipated changes, ability to prioritize and multi-task within a fast-paced environment
  • Ability to communicate effectively in both official languages an asset

Experience and Education

  • College/University degree preferred
  • Minimum of 5 years administrative experience supporting senior executives
  • Experience acting as a point of contact and managing issues, as required, on behalf of senior executive
  • Excellent technical skills (Microsoft Office products, publication/production/presentation software and new technologies) are essential
  • Experience in healthcare and/or not-for-profit is an asset

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