Executive Assistant

Status: Full-time, permanent
Location: Toronto, Ontario or Ottawa, Ontario (hybrid)
Closing date: April 19, 2024
Salary range: $56,000 to $69,000 per year CADTH is Canada’s drug and health technology agency. We’re a not-for-profit organization headquartered in Ottawa, with a satellite office in Toronto. We’re funded by Canada’s federal, provincial, and territorial governments, with the exception of Quebec, to provide independent information and advice to the country’s publicly funded health care systems. Health administrators and policy experts rely on CADTH to inform their decisions about the funding and appropriate use of the drugs, devices, and services used to prevent, diagnose, and treat medical conditions. Most CADTH employees participate in a hybrid workspace arrangement that allows for flexibility and enhanced work-life balance. CADTH believes in the positive impact of in-person collaboration and the importance of team building. CADTH gives preference to qualified candidates who live near its offices and can participate in a hybrid arrangement. Those applying to CADTH must be located in Ontario, except in exceptional circumstances where the employment is deemed remote. Primary Focus
Reporting to the Executive Vice President, Evidence, Products and Services, the Executive Assistant provides executive-level administrative and organizational support. The successful candidate must be able to manage multiple projects simultaneously with professionalism and an appreciation for confidentiality, tactful communication, good judgment, and independent decision-making. On any given day, the Executive Assistant will:

• manage the calendar and time, ensuring it is adjusted to accommodate unforeseen requests
• review the week ahead, ensuring all required information is received in advance of meetings and follow up is carried out as needed
• maintain positive business relationships with key stakeholders and their staff, which may include jurisdictions, board members, international organizations, agencies, and vendors
• answer phone calls and emails in a courteous manner, respond to inquiries and requests, and escalate issues as required
• format written correspondence, including agendas, letters, and emails; redirect requests or inquiries for appropriate action, and follow up on requests
• organize all logistical requirements, including coordinating domestic and international travel, requesting travel advances, confirming accommodation and flight bookings, and preparing and reconciling expense claims and credit card statements
• maintain updates to key stakeholder contacts and other information as required
• work closely with other Executive Assistants
• contribute to the improvement of administrative policies and procedures.

Is this the right role for you? The Executive Assistant will likely have:

• a 3-year community college program in business administration or equivalent experience, plus at least 3 to 5 years of relevant experience providing expert-level assistance to an executive
• ability to exercise discretion, judgment, and tact in handling sensitive situations and maintaining confidentiality
• results-orientated with the ability to work well under pressure, and to shift priorities to meet requests and deadlines
• ability to manage multiple projects concurrently
• excellent oral and written communications skills
• excellent people skills with the confidence needed to establish good working relationships with internal staff and external stakeholders and partners
• strong organizational skills in calendar management
• intermediate computer skills using MS Word, Outlook, and Excel
• ability to work as a team member and work well in a team environment
• strong attention to detail and accuracy.

What will set you apart?

• Fluency in French.

What’s in it for you? At CADTH, you will find:

• a team-focused, supportive, and inclusive work environment
• a comprehensive Total Rewards package including health, dental, and wellness benefits; a defined benefit pension plan with Healthcare of Ontario Pension Plan (HOOPP); and a variety of leave options
• opportunities to work with and learn from highly specialized professionals
• personal growth through professional development opportunities, corporate training, and support for continuing education
• a friendly culture that supports community engagement
• the opportunity to make a difference for people in Canada and effect positive change.

To apply for this position, visit the Careers section of our website. Your résumé must clearly identify how your skills and experience relate to the requirements of this role. Applications for this opportunity may be used for future staffing vacancies. We thank you for your interest; however, only those candidates selected for further consideration will be contacted. Please visit our website regularly for new opportunities. At CADTH, we actively celebrate, support, and flourish through our differences. Our employees are people with different strengths, experiences, and backgrounds, who share a passion for building the future of health care. We demonstrate a commitment to inclusion, diversity, equity, and accessibility through continuous development, modelling inclusive behaviours, and proactively managing bias. We highly encourage all qualified applicants to apply, including people of all places of origin and religions; people with disabilities; people who are neurodivergent; people who are Black or racialized; Indigenous people; women; and people from the 2SLGBTQ+ community. We also provide accommodations during all phases of the recruitment process. If you require any accommodation or have any questions, please contact [email protected] . We will work with you to meet your needs. Please note that successful candidates will be required to complete a confidential pre-employment background check, which includes criminal, employment, and educational verifications as a condition of employment. Candidates must be legally eligible to work in Canada. CADTH regrets that it is unable to sponsor employment visas at this time. #LI-Hybrid