Executive Assistant

CFMWS. A job with purpose. Our 4000+ person strong organization champions a healthy, fun, creative and active lifestyle for Canadian Armed Forces members, Veterans and their families. Help us deliver a variety of recreation and fitness programs, offer family support, organize charity events and make sure our members access retail, travel and banking discounts and customized financial services. At Canadian Forces Morale and Welfare Services (CFMWS), we love what we do. And we live it too.

A full suite of financial solutions, tailored to the realities of our Canadian Armed Forces Members and their families, is offered through the SISIP Financial division within CFMWS. In addition to conventional insurance, investment and financial advice products and services, we pride ourselves in delivering preventative financial education and, where required, counselling, to support our members’ financial wellbeing. At SISIP, we keep our members at the center of everything we do. Our ultimate target is the right solution at the right time for our members, and our commission-free environment reinforces this. As a social enterprise, the profits we make help fund programs within the Canadian Armed Forces (CAF) community to benefit members and their families.

SISIP Financial services are available to Canadian Armed Forces Members both virtually and in-person. We have 23 offices located in CAF communities across Canada. Our national office is located in Ottawa.

As an Executive Assistant, you will deliver the administrative services for the division and support the division head and management team. You will manage the agenda for the division head including scheduling appointments and meetings, coordinating travel arrangements, preparing site visit agendas and documentation and preparing travel claims and expense reports. You will manage correspondence and inquiries and organize and plan conferences and meetings.

The Executive Assistant, will manage the acquisition of division supplies, equipment, services and accommodation. You will record financial transactions and assist in the preparation of the division’s budget. You will also control and coordinate Access to Information and Privacy requests referred to the division.

This is a hands-on role, with lots of interaction with colleagues throughout the organization. If you are passionate about administrative support, understand the value of people, and are detailed oriented and organized, this is the opportunity for you.

Education, Certifications and Licenses

College diploma or certificate in Administration, Office Administration, Secretarial Science, or a related field

Experience

In office administration and project management

In developing and implementing administrative and office procedures

In applying policies and procedures

In budget administration

In records management

In maintaining filing systems

In drafting correspondence and reports

In making travel arrangements

Competencies

Client focus, organizational knowledge, communication, innovation, teamwork and leadership.

Coordinate, plan and deliver the administrative services for the division, and support the division head and management team.

Schedule appointments and meetings; manage agendas; coordinate travel arrangements; prepare site visit agendas and documentation; prepare travel claims and expense reports.

Manage correspondence and inquiries, including researching for reference documentation; monitoring, re-directing, and following-up on correspondence and inquiries; research, draft and edit correspondence, reports, plans, lists and briefing notes.

Coordinate translation requirements.

Organize and plan conferences and meetings, including: preparing information such as presentations, agendas, related documents and other visual aids; maintaining minutes/records; following up action items; researching venues and negotiating contracts; coordinating participation, travel, expenditures, and social events.

Manage the acquisition of division supplies, equipment, services and accommodation.

Authorize, monitor, and record financial transactions and commitments within an approved budget.

Coordinate the Division budget; assist in its preparation; identify concerns, issues, discrepancies, trends and implement action to reconcile or correct; prepare reconciliation reports.

Develop and maintain filing systems.

Control and coordinate Access to Information and Privacy (ATIP) requests referred to the Division.

Participate on/lead working groups related to the provision of administrative services; research processes; examine options; recommend service improvements.

Language Requirement:

Bilingual Essential

Reading: Advanced

Writing: Functional

Oral: Advanced

Start Date: 27 January 2025

This is a hybrid position with an assigned work location allowing the employee to work partly from a corporate office and partly from a home office in accordance with the CFMWS Flexible Work Options Policy, and with approval from the direct manager.

Health Benefits: Drug coverage, healthcare spending account, virtual care (telemedicine), Employee and Family Assistance Program, mental health support, travel insurance, dental, vision, life insurance, disability insurance and accidental death and dismemberment coverage.

Work Life Balance: A wide range of paid/unpaid leave, including paid vacation, family related leave and personal days.

Retirement Planning: A Defined Benefit Pension Plan and Group Savings Plans.

Learning and Development: Payment of professional association memberships, online learning opportunities including a LinkedIn Learning subscription and second language training.

Perks: Discounts through CF One Member Appreciation.

CFMWS is committed to providing an inclusive, equitable and accessible environment, where all employees feel valued, respected and supported. We welcome applications from all qualified candidates who can help us build a workforce that reflects the diversity of Canadian society. Workplace accommodation measures are available to all candidates identifying a need during the selection process.