Executive Assistant in Ottawa, Ontario at Carlington Community Health Centre

About the role:

The Executive Assistant offers high-level administrative and organizational assistance to the Executive Director and the Strategic Leadership Team. They also provide executive support to the Board of Directors and its Committees and coordinate corporate-level events and projects.

Qualifications:

Education

• Secondary school diploma (minimum)
• Post-secondary diploma or degree in office/business administration
• Training in computer software applications and administrative skills

Experience

• 3-5 years full-time senior administrative experience with progressive responsibility (health setting preferred).
• Experience with correspondence drafting, records management, procurement, meeting coordination, and executive support.
• Experience in non-profit, community-based organizations.

Key Competencies

• Excellent oral and written communication skills in English.
• Exceptional organizational and time management abilities.
• High level of tact, discretion, and confidentiality.
• Ability to multi-task, prioritize, and meet deadlines in fast-paced environment.
• Proficiency in Microsoft Office, database, publishing, and spreadsheet software.
• Experience with web-based applications.
• Ability to work independently and in diverse, multidisciplinary teams.

Responsibilities:

Executive & Administrative Support

• Provide high-level administrative support to the Executive Director, Board of Directors, and Leadership Team.
• Manage the Executive Director's calendar, correspondence, travel, and administrative priorities.
• Prepare reports, presentations, briefing notes, and corporate communications.

Board Governance & Corporate Support

• Coordinate Board and committee meetings, including agendas, meeting materials, minutes, and action item follow-up.
• Maintain governance documents, Board records, corporate files, and organizational reporting.
• Support Board governance initiatives, including the Annual General Meeting, policy reviews, and governance projects.

Strategic & Stakeholder Coordination

• Act as a liaison with Board members, government representatives, community partners, and other external stakeholders.
• Support strategic initiatives, organizational reporting, and leadership team priorities.

French Language Services

• Coordinate French Language Services governance, reporting, and legislative compliance activities.
• Support designation and re-designation processes and maintain related policies and documentation.

Projects & Organizational Support

• Assist with special projects and cross-functional initiatives as assigned.
• Participate in staff meetings, committees, and other activities that support the effective operation of the Centre.

Language Requirements

• Fluency in English is required.
• Fluency in French is considered an asset.
• A third language relevant to our client population is an asset.

Personal Suitability

• Sensitivity to marginalized and diverse populations.
• Commitment to health promotion and community-based health care.
• Strength-based philosophy and practices.

Other Requirements

• Availability to work one regular evening per week.
• Availability for additional evenings and occasional weekends as required.

About Carlington Community Health Centre

Carlington Community Health Centre is a non-profit organization committed to improving health and well-being through quality health and social services to families, youth, adults, and seniors. The organization provides organizational support and advocacy assistance to local groups and values equity, diversity, and inclusion.

Equal Opportunity

CCHC welcomes applications from BIPOC, LGBTQ+, and persons with disabilities communities. Carlington CHC is committed to establishing a qualified workforce that reflects the diverse population it serves and we encourage applications from all qualified individuals. We are also committed to preventing and removing barriers to employment for people with disabilities, and we invite you to inform us should you have any accessibility or accommodation needs.