Impress employers and recruiters.
Choose from hundreds of resume examples.

Target Resume Now

About the Role

The Executive Assistant will primarily support the General Counsel & Chief Privacy Officer and the Director of Conduct, while also functioning as a key member of the executive support team. This role involves proactive management of calendars, workflow, meetings, and logistics, preparing agendas and minutes, and serving as a liaison to stakeholders. The position also coordinates and supports the work of the Board, select committees, and staff groups, handling complex and confidential legal, administrative, operational, and governance activities. The Executive Assistant will conduct research, compile background materials, and track organizational timelines to ensure executives effectively manage activities and deliverables. Collaboration with the executive support team is essential to meet Board and Executive priorities, requiring a high degree of confidentiality and professional interaction.

Responsibilities

Proactively manage Director calendars by coordinating schedules, prioritizing work, blocking work time, resolving conflicts, planning activities within established timelines, and arranging logistics and materials for meetings.
Proactively assist General Counsel with management of caseload logistics and deliverables.
Coordinate activities including supporting the work of the Board and select committee staff, working/advisory group meetings, Executive Office correspondence, and preparing/organizing presentations and other required materials.
Coordinate internal and external meetings for assigned Directors, including checking availability, inviting participants, booking facilities, catering, logistics, A/V, and web/teleconference arrangements.
Compile and distribute meeting materials, record meeting discussions/actions, and draft minutes for approval.
Coordinate and collect briefing notes, memoranda, reports, presentations, and other materials, ensuring timely posting.
Monitor and assess the urgency of incoming and outgoing correspondence, primarily email, phone, and paper documentation; review content, check deadlines, handle where possible, redirect, and escalate as necessary.
Prepare and reconcile expenses and invoices, and follow up on outstanding submissions.
Prepare travel schedules, book travel arrangements, prepare travel itineraries, including accommodations, and compile/prepare relevant documents for Executives.
Maintain documents, emails, meeting notes, correspondence, and other relevant information in the appropriate filing system according to records management guidelines.
Ensure Executive administrative procedures and processes are documented, updated, and reviewed for efficiencies and improvements.
Collaborate with other members of the Executive support team to ensure Board and Registrar/CEO priorities are met.
Ensure coordination of vacation coverage and back-up.
Perform other reasonable duties as assigned.

Requirements

Excellent written, verbal, and interpersonal skills with a demonstrated ability to collaborate and build trust and relationships with staff across the organization, Board and committee members, and the Executive Office.
Demonstrated professionalism, maturity, sound judgement, and a high degree of sensitivity and discretion.
Ability to maintain the confidentiality of sensitive file material and information.
Excellent time management, organizational, and anticipatory skills.
Ability to multi-task and manage multiple competing priorities while maintaining composure.
Proven ability to organize, write, prepare, and proofread documents, take minutes, and compile meeting notes for follow-up.
Ability to draw on organizational knowledge and understanding of the business to ensure completeness.
Commitment to continuous learning and quality improvement.
Demonstrated ability to be creative and innovative, propose organizational/departmental efficiencies, and accept and incorporate feedback.
High degree of emotional intelligence.
Excellent analytical skills with attention to detail and problem-solving.
Diplomacy and tact when dealing with individuals internally and externally on behalf of the College.
Proven ability to establish and effective working relationships with all internal and external stakeholders.
Technologically savvy with the ability to leverage technological tools at an advanced level to support administrative processes, including meetings, to enhance process efficiency and build reports as necessary.
Proficient with Microsoft Office Suite (Outlook, Word, PowerPoint, SharePoint, Excel, Power BI, MS Teams).
Results-oriented, with exceptional drive and initiative.
Meeting/event planning skills and ability to lead virtual and in-person meetings.
Aptitude to learn new skills and computer programs.
Progressive, forward thinking, flexible and adaptable.

Skills

Microsoft Office Suite (Outlook, Word, PowerPoint, SharePoint, Excel, Power BI, MS Teams)
Meeting/event planning
Virtual meeting leadership
In-person meeting leadership
Administrative processes
Records management
Expense reconciliation
Invoice reconciliation
Travel coordination
Calendar management
Workflow management
Minute taking
Document preparation
Document proofreading
Research
Communication (written, verbal, interpersonal)
Collaboration
Confidentiality
Time management
Organizational skills
Anticipatory skills
Multi-tasking
Problem-solving
Analytical skills
Attention to detail
Diplomacy
Tact
Emotional intelligence

Location

Hybrid

Work Type

Contract (14 months)
Backfill

Experience Level

5+ years’ professional experience
Prior experience as an Assistant
Preferably as an Executive Assistant reporting to the C-suite
Equivalent combination of education and experience

Education Level

Bachelor’s Degree in a related field such as business, policy, administration or equivalent

Salary/Compensations

Hiring Range which is commensurate with experience

About the Company

We are the registering and regulating body for the profession of pharmacy practice in Ontario with a mandate to serve and protect the public interest.
Ascertaining all registrants meet professional standards.
Setting and ensuring ongoing adherence to professional and operational standards.
Leading the advancement of pharmacy.

Equal Opportunity

OCP IS COMMITTED TO SUPPORTING ACCESSIBILITY AND DIVERSITY.
Requests for accommodations can be made at any stage of the recruitment process.
Applicants need to make their requirements known when contacted.
We wish to thank all applicants for their interest in this position.
We will only contact those whose skills, knowledge, and experience most closely match the requirements of the position.