Location: Ottawa, ON (Hybrid)
Type: Full-time or part-time (minimum 24 hours/week), 1-year contract with automatic conversion to permanent
Reports to: CEO
Salary: $60,000–$70,000 (full-time), commensurate with experience
Start date: Immediate
Position Summary
Canada’s electricity sector is experiencing significant growth and transformation. As Canadians electrify their homes and vehicles, integrate renewable energy technologies into the grid and embrace the impact of digital technology, it is crucial to bring together employers, unions, post-secondary institutions and policymakers to address the labour challenges confronting the sector.
Electricity Human Resources Canada (EHRC) is working with its partners to build a world-class, safety-focused, innovative and inclusive electricity workforce.
Reporting to the Executive Leadership Team, the Office Administrator and Executive Assistant is a trusted advisor who provides direct support for executive-level initiatives, Board of Directors activities and overall office operations. This role requires sound judgement, discretion and the ability to communicate effectively with various stakeholders. The successful candidate will play an integral role in the EHRC team through policy implementation and office management.
Responsibilities
Executive Support
- Manage and coordinate the CEO’s meeting schedule, and support other senior staff and Board members as needed.
- Prepare and respond to executive correspondence via email, phone and mail.
- Assist with coordination of Board of Directors and Member Roundtables activities, meetings and documentation associated using applicable systems and software (e.g., Zoom).
- Manage logistics and scheduling for Board, Steering Committees and Roundtables (in-person, virtual or hybrid), including travel and hospitality.
- Prepare and distribute Board and Committee meeting materials in advance.
- Attend meetings when requested, take minutes and ensure materials are available physically or electronically.
- Prepare and distribute minutes for selected internal meetings.
- Coordinate travel and correspondence for the CEO and, when required, other team members, in line with EHRC policies and procedures.
- Advise the CEO on office operations as needed.
Office Administration
- Support HR activities, including onboarding, policy implementation and employee file management (e.g., offer letters, vacation tracking, home office supply purchases, notifying leadership of work anniversaries, tracking employee performance management and disciplinary measures).
- Maintain the organization’s CRM database.
- Serve as the central point for office supplies, technology and communication systems.
- Track and approve office expenses, and purchase supplies using a just-in-time approach.
- Monitor the general email account and ensure timely response or redirection (within 24 hours); forward media inquiries immediately.
- Liaise with building management, service providers and contractors for office upkeep.
- Perform other duties as requested by the CEO.
Qualifications
- Three (3) years of experience as an Executive Assistant, preferably in a corporate setting.
- Experience supporting executives, coordinating meetings, minute taking and preparing documents.
- High standard of integrity, ethics, confidentiality and discretion.
- Self-starter with the ability to work independently and collaboratively, with minimum supervision.
- Strong organizational and prioritization skills, with attention to detail.
- Excellent communication and interpersonal skills; must be comfortable dealing with internal and external clients in senior management positions.
- Technologically competent, especially with virtual meeting platforms.
- Advanced skills with Microsoft Office and Adobe Acrobat are an asset.
- Bilingualism in English and French is an asset.
Work Environment
- Ottawa-based, hybrid work environment (minimum 3 days in office per week).
- Small office with a team of about 15 staff.
- Close to public transport, paid parking available and local amenities nearby.
- Some travel across Canada is required.
Compensation and Benefits
- One-year contract position with automatic conversion to permanent upon successful completion of year one deliverables.
- Note: This can be a part-time or full-time position (minimum of 24 hours/week).
- Salary: $60,000 to $70,000 annually (for full-time), commensurate with experience.
- 15 days of paid vacation annually, 1 paid volunteer day and 3 bonus days in December.
- Flexible health benefits package upon the completion of probation, including prescription drugs and a Health Care Spending Account.
- Employee Assistance Program.
- Employer-matched RRSP contributions after one year of service.
- Professional development and career growth opportunities.
Applications
To apply for this position, please submit a cover letter and resume via email to [email protected].
Applications are accepted on an ongoing basis until the position is filled.
Do you only meet some of the requirements but still think you are a good fit? At EHRC, we are dedicated to building a diverse, inclusive and authentic workplace. If you’re excited about this role but your experience doesn’t perfectly match every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.
EHRC is an enthusiastic equal-opportunity employer. If you are selected for an interview and require accommodations, please let us know. We thank all candidates for their interest, however, we will contact only those selected for an interview.
About EHRC
Electricity is an essential component of the Canadian economy, powered by over 100,000 Canadians who generate, transmit and distribute it to homes and businesses nationwide. As demographics and technology evolve, the industry must adapt and grow its skilled workforce. Electricity Human Resources Canada (EHRC) supports this transition by providing objective research, information and tools on labour market trends, helping the workforce remain innovative and improve service quality. EHRC is a trusted partner, offering evidence-based solutions to the human resource challenges in the electricity sector.
We respectfully acknowledge that we conduct business on the ancestral and unceded territories of all First Nations, Métis and Inuit peoples across Turtle Island. EHRC’s head office is located on the traditional, unceded territory of the Algonquin Anishinabe people, whose enduring presence and contributions we honour.