Executive Assistant (Ottawa)

Executive Assistant to the Bishop Role summary The Executive Assistant (EA) role in the Bishop’s Office within Ascension House is responsible for providing executive support to the Bishop in a one-on-one working relationship. This position is the primary point of contact for internal and external matters relating to the Office of the Bishop and is integral to supporting the many administrative facets for the Bishop’s role and the workings of the Anglican Diocese of Ottawa. The EA has oversight for the physical office space and workflows and works closely and collaboratively with the Bishop, the Executive Archdeacon, the Director of Human Resources, and when required, other senior staff members and the Episcopal Commissary. A solid client service orientation is a critical skill requirement along with a high degree of emotional and intellectual intelligence. This role is accountable for ensuring Ascension House has a professional office culture with efficient operational procedures in place. Duties and responsibilities Administrative support: - Manages calendars for the Bishop and Executive Archdeacon with proactive correspondence oversight, document management, and schedule coordination. - Manages the Bishop's schedule for parish visits through coordinating visit dates with parish clergy, preparing required materials for each visit, and facilitating communication and coordination between the Bishop's office and the parishes. - Serves as recording secretary for the Diocesan Council and other Committees as required, including preparing and distributing an agenda and meeting material, hosting and managing the meeting on Zoom or booking space off-site, transcribing, and distributing the minutes and action items of the meeting and completes all documents in accordance with committee governance requirements. - Maintains and regularly updates the diocesan directory, printing and distributing as required. - Maintains the diocesan clergy personnel filing system in accordance with privacy requirements. - Organizes workshop days and conferences on and off-site as required. - Communicates on behalf of the Bishop with staff, clergy and parishes in the Diocese of Ottawa and other dioceses across the country, including staff at the National Church Office. - Assists the Bishop with tracking marriages, births, retirements, deaths and health concerns of clergy. - Prepares the Bishop’s expense reports by collecting receipts, classifying expenses and submitting timely expense reports and cheque requests with the proper documentation. - Serves as contact for parish administrators across the diocese and organizes professional development events as required. - Arranges the Bishop’s business travel. - Other clerical and administrative duties as reasonably required. Hospitality: - Receives and welcomes internal and external visitors to the Bishop’s Office. - Oversees the arrangements for hospitality and catering for the Diocesan Council, Bishop’s meetings and events as required. - Organizes travel and accommodation as required Key Functional Skills Client Service – This role is responsible for provision of client-centered service and support with each interaction. This includes wayfinding and supporting diocesan policies, people and administration. Bishop’s Office Management – Ensures day-to-day executive-level administration and office management practices are organized and work is tracked and completed. To be effective in this role requires an ability to maintain confidentiality, keep accurate records, and to maintain supplies and equipment. Supervisory responsibilities are not associated with the role at present. Information Technology – Adept with current office management and productivity software programs including Microsoft Office tools, Adobe and Outlook. Ability to draft professional correspondence, presentations for meetings, or work with communications staff to ensure documents meet professional standards of excellence. Familiar with social media tools including arranging Zoom teleconferences with appropriate documents. Resilience – Exercises good judgement and a level of sophistication in office procedures and decorum expected in a C-Level administrative function. Ability to maneuver in stressful situations, and displays an ability to be adaptable, change lanes quickly, and be friendly and responsive. Qualifications, Knowledge, and Experience Requirements - Bachelor’s degree preferred plus a minimum of 5-10 years’ experience providing C-level executive support in an active, complex not-for-profit sector organization. - Knowledge of Anglican Church worship, governance, structure, and procedures. - Strong organizational and time management skills with an ability to multitask is a critical capability. - Computer literacy along with office administration proficiency developed over 10 years in a similar role, with proficiency in Microsoft Office Suite of tools is required (Word, Outlook, Excel and PowerPoint). Ability to and interest in exploring newer applications, including social media, and other digital technologies as required. - Experience working with the public and handling complaints with diplomacy. - Demonstrated ability to handle time-sensitive, confidential matters using good judgement. - Demonstrates professional acumen to build trust and support with senior leadership staff. - Excellent relationship-building skills with an ability to anticipate needs and focus on service. Salary and Benfits: Salary: $68,000 - $72,000 Pension, Extended Health and Dental Plan, Employee Assistant Plan In accordance with Section 24(1) of the Ontario Human Rights Commission, we reserve the right to give preference to Anglican candidates with respect to employment for this role. This ad is for an existing opening. While all applications will be gratefully received, only individuals selected for further consideration will be contacted. Our organization is committed to creating a diverse environment and is 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, genetics, age, veteran status, or disability. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Please advise during the search process if you require accommodation by contacting us at [email protected] AI will be used to screen, assess or select applicants for the position. Apply on Kit Job: kitjob.ca/job/2pc2nt