Executive Assistant&Office Coordinator, Ahuntsic North

Executive Assistant&Office Coordinator Full-time (37.5 hrs/wk.), min. 4-days/week in office, downtown Ottawa A prominent professional association in the financial industry, the Conference for Advanced Life Underwriting, has an immediate opening for an Executive Assistant&Office Coordinator to join its small team in downtown Ottawa. It provides its members with high-quality education, opportunities to connect, and non-partisan advocacy to grow and preserve the financial well-being of Canadians and private businesses.

Under the direction of the President&CEO, the role assists with the governance of the organization and provides office administration and support to other members of the team. Duties include but are not limited to:

Governance:

Supports the President&CEO, Board of Directors, some Committees, and other governance functions such as the Annual Meeting of Members, by:

Planning, organizing, and coordinating the logistics for virtual and in-person meetings

Preparing and distributing meeting document packages, including support for developing the agenda, speaking points, slides and presentations, and President&CEO reports to the Board

Taking meeting notes and maintaining related operational records (e.g., meeting attendance)

Tracking key deliverables and action items for the organization and the President&CEO and ensuring follow‑up

Monitoring organizational governance policies and procedures, Committee terms of reference, and calls for nominations and volunteers

Managing lists (contact info, volunteer interests) for the Board and Committees

Office Administration:

Provides administrative support to the President&CEO, including calendar management and scheduling meetings, and note taking and circulation

Coordinates the administration of the office, by:

Maintaining the corporate calendar for the organization and monitoring key dates and deadlines

Monitoring the CALUadmin inbox and ensuring items are appropriately dealt with in a timely fashion

Processing invoices for approval and payment and monitoring recurring payments

Processing expense claims for Board members and staff

Ensuring timely insurance policy and other renewals

Monitoring and ordering office supplies

Responsible for the records management system, both digital and physical

Responsible for the physical office environment, including equipment and supplies, and services from the landlord and other providers

Acts as main contact point for CALU’s external IT consultant

Providing support for CALU’s Annual Conference&AGM and for other events/conferences during the year

Provides administrative support to the Vice‑President, Public Affairs&Member Engagement and, on a backup basis, support for social media

Acts as backup for other administrative functions such monitoring the main CALU inbox and supporting other committees

Other projects and duties: as assigned

Requirements

The ideal candidate has/is:

Post‑secondary education in a related discipline, or equivalent work experience

At least 5 years of relevant work experience in a member‑based association or a not‑for‑profit organization

Excellent organising, prioritising, monitoring and documenting skills

Excellent software and technology skills, including Windows, Microsoft Office Suite, Member 365 database, WordPress, web‑based tools and social media

Excellent written and oral communication skills in English are required. French is an asset but not required

Excellent interpersonal skills, and ability to work collaboratively with colleagues, consultants, suppliers, and Board and Committee members

Demonstrated pro‑active mindset to take the initiative in developing and prioritising issues and methods to accomplish tasks or assignments with guidance from the President&CEO as required

Adept at working under pressure, managing competing priorities and meeting deadlines

Comfortable in a small team environment with the ability to be flexible and adaptable

Resilient and dependable

Able to travel within Canada on occasion for meetings and events

Able to work flexible and/or extended hours on occasion

Location Required to work in the downtown Ottawa office for a minimum of four (4) days a week depending on work priorities

Salary&Benefits Competitive salary and benefits program, including health, dental, life, critical illness, long‑term disability, RRSP contributions, and a health spending account

Other Considerations You must be legally allowed to work in Canada to be eligible for this position

Do not apply by email.

We thank all candidates for their interest but only those selected for an interview will be contacted directly

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