Executive Assistant, Legal Services

Executive Assistant, Legal Services CCC-3 Salary: $74,063 - $87,963

Please see full description & French translation in the attachment below

We are committed to delivering Canada to the world, and we want you to join us on this mission

The Canadian Commercial Corporation is Canada’s only government to government contracting agency. For over 75 years, governments around the world have entrusted us to reliably deliver made-in Canada solutions and projects of national importance. Through our international contracting expertise, we simplify and expedite acquisitions from Canadian suppliers across sectors including aerospace, defense and security, information and communications technology, cleantech and energy, and public infrastructure. If you want to support Canadian businesses to build successful commercial relationships with governments around the world, CCC could be your next career move.

The Executive Assistant, Legal Services, provides comprehensive administrative and operational support to the Corporate Secretariat, including the Corporate Secretary and the Assistant Corporate Secretary.. The role is responsible for coordinating Corporate Secretariat and Board governance activities, preparing and managing Board and Committee documentation, and delivering exceptional, high-touch support to Board Directors and senior executives. The Executive Assistant is responsible for the day to day and recurring operations including a range of administration, coordination, documentation, travel, and logistical support.The position requires a highly professional individual with experience supporting executive leadership, including a Board of Directors, and governance functions in a confidential and service-oriented environment.

What you’ll be doing

• Manages calendars including planning, prioritizing, and coordination of meetings, conferences, events, and related domestic and international travel
• Plans, organizes, and implements daily, weekly, monthly, and annual schedules and meetings for individuals and teams
• Coordinates, collects, assembles, and provides travel itineraries and briefings including flight information, hotel reservations, meeting agendas, attendees’ biographies, transport and travel timelines, dress code, and all related logistics; and responds to change and updates based on circumstances
• Supports work of assigned committees, e.g., audit committee, tracks dates and deadlines, gather documents and project files, and uploads to portal
• Collaborates and coordinates various internal meetings and townhalls, makes logistical, travel, and hospitality arrangements, gathering materials and completes quality checks, and as required, attends, take notes, and tracks progress on actions and/or deliverables
• Tracks emerging issues, undertakes information gathering and keeps executives informed and adapts schedule, attendees, meetings, travel, and briefings
• Acts as point of contact and resource for interactions with executives, employees, board members, political and government leaders, and representatives (all levels), external stakeholders, and the wider international trade and Canadian exporter community
• Maintains and updates external contact list and ensures accuracy of information
• Liaises with executive team for transfer and coordination of information and deliverables on behalf of the Vice-President, Legal Services
• Interacts with vendors and suppliers including travel agency and translation to secure goods and services within procurement policies and procedures
• Oversees filing systems in accordance with corporate records management policies and procedures and safeguards privacy and security
• Completes travel, meeting, and special event expense documentation and processing in accordance with procurement policy
• Develops, documents, implements, reviews, and analyses administrative policies, procedures, and systems
• Coordinates technology requirements and equipment
• Provides administrative and travel support for other executives and directors as required

What you’ll bring to CCC

• Completion of certificate in office administration
• Minimum of five (5) years of progressive administrative experience
• Knowledge of logistics planning for international and domestic travel and for corporate- level events and division-level events
• Knowledge of customer/client services, office administration, legal administration, practices, processes, policies, and procedures
• Knowledge of office productivity software and databases, discipline-specific software, enterprise software, and technology devices
• Determines priorities and actions based on previous experience, understanding the nature of work, and through reliance on policies, procedures, and processes
• Prioritizes office activities in accordance with daily, weekly, monthly, and annual schedule requiring adaption as demands and circumstances change
• Contributes to reputation of the Office of the Vice-President, Legal Services and of CCC more broadly through interactions with internal and external stakeholders
• Supports effective and efficient operations of the Office of the Vice-President Legal Services through effective time and calendar management
• Contributes to accuracy and timelines of deliverables and administrative services as well as work unit activities through completion of sequenced tasks/workflow
• Contributes to financial stewardship through oversight of goods and services expenses tracking and processing

What we will offer you

Check out Life at CCC for more!

Employee must be able to work in a hybrid work environment in Ottawa, ON.

CCC promotes a workplace that celebrates diversity and inclusion. CCC is also committed to employment equity and encourages applications from women, Indigenous people, persons with disabilities, and members of visible minorities. Please advise us of any accommodation requirements during the selection process.