Description:
As an ideal candidate, you’re an organized, energetic team player with excellent judgement and discretion, and the ability and inclination to step up and show a high level of initiative. You’re adept at prioritizing and triaging, continuously anticipating needs and ensuring the seamless operation of the team and your executive. Finally, like us, you're passionate about how architecture and design can improve our lives and the planet.
Key Responsibilities:
- Support the Chief Communications Officer (CCO) in all daily tasks and activities.
- Manage CCO's calendar, email, and correspondence which will include including translation, proofreading, editing, drafting, formatting, distributing and filing.
- Act as a liaison between CCO, RAIC staff, volunteers, and the public.
- Handle phone calls, messages, and inquiries for the CCO.
- Arrange travel, meetings, and teleconferences for CCO.
- Prepare briefing notes, summaries, action items, meeting materials, and presentations materials.
- Support preparing for meetings and presentations including venue logistics, preparing the meeting rooms, overseeing equipment set up etc.
- Coordinate and monitor CCO's projects and programs.
- Attend staff meetings and collaborate with CCO's team and the CEO’s Executive Assistant.
- Prioritize and handle high-priority issues for CCO.
- Keep CCO informed of time-sensitive matters.
- Participate in occasional RAIC events outside of business hours.
- Other duties as assigned.
Qualifications:
- University degree or equivalent.
- Minimum 3 years of experience as an executive assistant or equivalent.
- Experience with volunteer intensive service operations.
- Strong communication, analytical, writing, editing, and verbal skills for diverse stakeholder interactions.
- Strong interpersonal and customer service skills with the ability to show tact, discretion, and good judgment.
- Excellent personal work ethic, organizational, and multitasking abilities.
- Proactive project completion and ability to manage flexible working hours and responsibilities.
- Superior active listening, analytical, and problem-solving skills.
- Innovative approach to problem-solving and collaboration.
- Flexibility to meet organizational objectives and demands.
- Proven ability to build and maintain strong relationships.
- Excellent knowledge and experience with Microsoft 365, MS Teams, SharePoint and its suite of products.
- High degree of energy, integrity, courage, empathy, and creativity.
- Professionalism, courtesy, and patience.
- Excellent analytical thinking, judgment, planning, and execution skills.
- High level of integrity, confidentiality, and accountability.
- Ability to remain calm and confident under pressure.
- Willingness to learn and adapt.
- Ability to travel when required.
- Bilingual (English/French) is strongly preferred.