Job Title: Executive Assistant

Vacancies: This posting is for 1 current vacancy.

Location: Ottawa, ON | Montreal, QC (Detailed office location information can be found by visiting this link: https://cancer.ca/en/contact-us)

Work Model: Hybrid Work Model

Salary Band: 4 ($55,000 - $65,000)

HELP SHAPE THE FUTURE OF CANCER CARE IN CANADA The Canadian Cancer Society works tirelessly to save lives, improve lives and drive collective action against cancer. Together with patients, volunteers, donors and communities across the country, we raise funds to invest in transformative cancer research, we provide a caring support system for everyone affected by cancer and we advocate to governments to create a healthier future for all. It takes a society to take on cancer – and the Canadian Cancer Society is leading the way

MAKING AN IMPACT The Research Executive Assistant performs a range of administrative and project management duties to facilitate effective operation of the Vice President, Research Programs and Vice President, Research Partnerships by providing executive-level administrative support. This role also contributes to Research Team activities and special projects including Advisory Council on Research (ACOR) and Community of Practice (CoP) effectiveness and success by providing critical administrative support.

What You’ll Be Doing

• Administrative Support to VPs
• Maintain VP’s schedules, including calendar management, meeting booking, travel and logistics.
• Send action emails as requested, prioritizing items, prompting responses, and following up on deliverables using advanced tech tools. Include reminders, calendar updates, and other necessary follow-ups.
• Send replies on behalf of the VPs as directed
• Anticipate support needs and proactively manage with input from VP(s)
• Review and process expense claims in accordance with established policies and procedures and prepare credit card reconciliation.
• Establish and maintain confidential files and records
• Edit and draft documents and presentations using Word, Excel and PowerPoint, as needed.
• Administrative Support for the Research Team and Research Activities
• Research Team meetings (via Teams): send invitations, manage participants, record meeting, take minutes and manage action items where relevant.
• Assist with various internal and external meetings including scheduling, handling logistics, preparing an agenda, and sending materials for review in advanceand maintain action items list with follow up to ensure completion.
• Proactively identify and escalate conflicts to VPs as appropriate.
• Provide a wide range of other administrative support, including drafting and editing correspondence, managing files and digital dashboards, etc.
• Monitor departmental budget and support team members with financial coding of purchasing and processing of payments. Coordinate purchases using corporate credit cards.
• Work under the leadership of other members of the Research Team to coordinate internal and external events including but not limited to booking meeting rooms/venues, video conferencing, arranging catering, purchasing gifts, and preparing meeting materials.
• Support meetings on site as needed. Examples of relevant initiatives include IGNITE and the glioblastoma research initiative.
• Administrative Support for the Advisory Council on Research (ACOR) and Patient Engagement in Cancer Research Community of Practice (CoP)
• Maintain and update Membership contact information and Term lists
• Share Terms of Reference and other relevant information with interested members as requested; add members to membership list as required (e.g. for Patient Engagement Community of Practice)
• Coordinate meeting schedules, including calendar polls for timing, handling booking logistics, creating templates for the agenda, background notes and minutes and sending meeting packages prior to meetings
• Provide event planning and coordination for in-person ACOR meetings (~1 per year anticipated)
• Ensuring meeting materials are prepared in a consistent format and collated for sharing at least 1 week in advance of meetings
• Support information sharing in the CoP LinkedIn (i.e., of upcoming meetings)
• Support the launch, closure and data storage of annual member surveys (CoP)
• Take detailed notes and draft meeting minutes or Action Items for review and editing
• Support recognition of ACOR and CoP Steering Committee Members
• Contribute to our culture of diversity, inclusion, belonging and equity (DIBE) by ensuring that all staff feel represented, valued, and heard across all aspects of their identity, including gender, age, religion, ethnicity, nationality, race, and sexuality.
• Other duties as assigned

Qualifications

• Post-secondary education in any transferable field of study – business administration or related field preferred
• A minimum of 3 years related executive assistant experience
• Demonstrated experience working alongside and providing excellence in administrative and project management support to executives
• Proficient in advanced collaboration tools in MS Teams, OneNote, Zoom and SharePoint
• Familiar with online/cloud based/SharePoint document sharing/ editing/ permissions, etc.
• Basic understanding of cancer research an asset
• Advanced proficiency with MS Office Suite
• Experience with hybrid team building; creating social events and other ways to collaborate for team members in both virtual and in-person settings
• Previous experience with event management and/or project management is an asset
• Excellent attention to detail and analytical skills
• Ability to maintain the confidentiality of sensitive information
• Excellent verbal and written communication skills including the ability to write clearly and succinctly in a variety of communication settings and styles; communicate with technical and non-technical users.
• Experience working in a team-oriented environment
• Ability to thrive in a fast-paced, hybrid environment
• Tech-savvy with superior organizational and time management skills
• Exceptional interpersonal skills, ability to interact with internal and external stakeholders at all levels of the organization
• Bilingualism (French/English) is highly preferred, with French being an asset due to the organization’s nationwide operations and the need for effective communication across various regions.
• Others may apply

What You Can Expect From Us CCS provides impactful opportunities to transform the lives of Canadians affected by cancer. We are devoted to creating an inclusive workplace that celebrates diverse experiences and skills, encouraging all qualified candidates to join us. Our inspiring culture is rooted in our core values and commitment to meaningful change:

COURAGEOUS UNITED CARING RIGOROUS We offer a competitive salary, excellent benefits, including paid parental leave, family sick time, and health insurance—and a fulfilling work environment where your efforts make a meaningful impact daily.

COME AS YOU ARE At CCS, we celebrate individuality and the strength of diversity. We are committed to fostering an inclusive and equitable workplace that empowers everyone. We encourage applications from all qualified candidates, including those from equity-deserving groups such as BIPOC, 2SLGBTQI+ communities, individuals with disabilities, veterans, and others who contribute to the richness of our organization. Together, we unite Canadians to shape the future of cancer care.

How To Apply Qualified candidates are invited to submit their resume, cover letter and salary expectations by February 19th, 2025 .

We thank all candidates for their interest and advise that only those selected for an interview will be contacted.

Other Information CCS is dedicated to employment equity and encourages applications from all qualified candidates . In accordance with the local provincial Accessibility Act , accommodation will be provided as requested throughout the recruitment process . We want to make the interview process a great experience for you!

Please note that in keeping with the mandate of CCS to model and promote healthy lifestyles , employees are not permitted to smoke in or about CCS premises or while carrying out CCS business.

Privacy Disclosure We collect your personal information through forms, by phone or in person to evaluate your candidacy for the role(s) you have applied for, to contact you regarding your candidacy, and to generate recruitment-related reports. If selected for a position at CCS the information provided will be used for the purposes of pre-employment checks and added to your employee file. We may share your personal information with third parties, including recruitment consultants, within or outside your province or territory or outside Canada to carry out the purposes identified above, or as required by law. We may contact you by mail, email, phone or text. You can exercise your right to access your information or have it corrected, unsubscribe from communications or withdraw your consent by selecting these options within the ADP system, or by contacting privacy@cancer.ca . For more information about our privacy practices , visit cancer.ca/privacy.

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