Are you detail-oriented, organized and a team player? If yes, our office in Ottawa is looking for an Executive and Administrative Assistant.

Job Description:

PURPOSE OF POSITION

As Executive and Administrative Assistant, the collaborator provides support and work along with the Executive Director and the members of the CALDO team in a full range of promotional, administrative and operational activities required to ensure the effective and efficient work of the CALDO Secretariat.

MAJOR RESPONSIBILITIES:

Administration (40%)

Assist with scheduling appointments and events
Plan and manage travel and logistics details for the Executive Director
Provide general information on the Consortium services
Take and preparation of minutes at the Board meetings
Manage the communications between the CALDO Secretariat and the Board of Directors
Write and proofread documents in English and Spanish (ideally)
Elaborate presentations in PowerPoint and executive reports in Word and Excel
Act as liaison between stakeholders to facilitate communication at the executive level
Schedule and organize consortium activities as Board of Directors meetings, conference calls and recruitment and commercial missions abroad.
Act as the point of contact for information sent and received to and from potential candidates, embassies, governments, universities and any other relevant organizations

Event Coordination (30%)

Prepare event briefing materials and presentations
Liaison with educational fairs/conference organizer
Plan and schedule activities prior and during recruitment activities remotely
Promote webinars, international fairs and visits to partner institutions in Latin America

Office Manager (30%)

Maintain inventory of office supplies and equipment
Deposit and management of cheques
Manage petty cash
Track and process office expenses. Prepare expenses reports in Excel
Look for vendor quotes for goods and services when required
Contact service providers
Liaison among CALDO, lawyer, bookkeeper, etc.

Essential Skills

Experience working with senior executives, including logistical and strategic support to different management levels.
Event management experience
Experience working and performing in high functioning teams
Strong ability to prioritize tasks and manage multiple projects simultaneously
Outstanding organizational and interpersonal skills
Excellent time management and problem-solving abilities
Fluent in English and good comprehension of Spanish (oral and writing)
Team player with self-directed skills
Advance knowledge of Microsoft Office Suite (Outlook, Word, Excel, Power Point)
Experience in preparing executive reports and communications
Solid research skills on internet
Ability to adapt quickly to a fast-paced and highly charged environment;
Excellent communication and public relations skills;
Must be able to maintain discretion and absolute confidentiality
Tactful and diplomatic
Flexible and available to work within an irregular schedule in some situations
Solid knowledge as user and administrator of social media tools: Facebook, Instagram, LinkedIn, Mailchimp, YouTube, etc.