Be part of building a national brand. Headquartered in Toronto, the Canadian Olympic Committee (COC) is a national, private, not-for-profit organization committed to high-performance sports excellence. We are the largest private supporter of high-performance sport in Canada and we are responsible for all aspects of Canada’s involvement in the Olympic Movement, including the participation in the Olympic and Pan American Games.
Reporting to the President of the Canadian Olympic Committee (COC) and based in Vancouver, British Columbia, the Executive Assistant provides support for the President for all professional and volunteer functions to enable the President to properly carry out the volunteer role of COC President and her business responsibilities.
Key responsibilities include assistance and coordination for all activities of the President related to the Canadian Olympic Committee (COC), the International Olympic Committee (IOC), International Counsel of Arbitration for Sport (ICAS); Pan American Sports, the Association of National Olympic Committees (ANOC), the World Rowing (FISA), and Barnescraig & Associates (BCA) or other professional business matters. In principle, most of the work will be related to the COC and sport-related matters.
This position will be located in the COC office in Vancouver, BC 1185 W Georgia St #605.
CORE RESPONSIBILITIES AND PRIORITIES
- Coordination and management of all aspects of the President’s office including:
- All correspondence – ensure the President is informed and respond in a timely manner to all letters, emails, etc. (80-90% English), working with the COC Communications team, as appropriate for consistent messaging;
- Draft simple correspondence (emails and letters) and other communications as required;
- File maintenance in accordance with the COC’s and BCA’s bring forward and record retention policies;
- Coordination of President’s agenda, including attendance at domestic and international meetings and events including Olympic, Pan American Games and World Rowing events;
- Travel arrangements, including significant international travel;
- Liaison with Pan American Sports, ANOC, IOC, the IOC President’s Office, ICAS, World Rowing and other national and international sport related entities, including multisport and national sport federation relations
- Coordination of the President’s COC partner and sponsor relations; and
- Coordination of the President’s domestic government relations.
- Coordination of visits by foreign delegations.
- Coordination (and briefing, if required) of COC representatives’ attendance at (some) international conferences (g., Sport and Environment, Women and Sport).
- Carrying out research on given topics, as required.
- Other duties and special projects as assigned.
- Membership, Session, and COC Board of Directors meetings: working collaboratively with COC Staff, coordinate President’s input on agendas and preparation of the President’s reports, assistance with briefings, speaking notes, speeches, approval of meeting minutes, etc.; attend meetings and assist onsite and take minutes as required.
- COC Board Committees: coordinate President’s attendance and participation in committee meetings, as required, including organization of meeting materials for the President’s review prior to the meetings.
- Coordination of scheduling and follow up process for all of the above.
- The above also applies to the President’s interactions with the Canadian Olympic Foundation.
QUALIFICATIONS AND CRITICAL SKILLS
Education and Experience
- 5-7 years administrative experience at an executive level in a corporate, not for profit and/or government environment.
- University degree or college diploma (in a field related to office administration an asset).
- Experience dealing with protocol at a high level.
Skills and Abilities
- Fully bilingual in French and English with excellent written communication skills in both languages; other languages would be an asset.
- High level of personal integrity and always presents a highly professional image, both internally and externally.
- Strong and reliable technical skills with computer programs — Microsoft Word, Excel, Outlook and PowerPoint are a must; and social media platforms is an asset.
- Proven organization and time management skills with the ability to effectively manage time, prioritize workflows and schedules, respond to varied and often tight deadlines and effectively balance competing stakeholders and agendas.
- Excellent interpersonal skills with the ability to deal with colleagues, partners and stakeholders at all levels.
- Impeccable attention to detail and accuracy.
- Results oriented with a sense of urgency; work with staff and stakeholders, as required, to exude a “can do” attitude.
- Demonstrated ability to maintain confidentiality and exercise tact and discretion in dealing with sensitive and confidential matters.
- Proven ability to organize and manage Committee and Board meetings and materials; ability to capture salient points of discussion for purpose of meeting minutes.
- Proven critical thinking skills combined with common sense; proactive, innovative, a strong sense of responsibility, creative and a problem-solver.
- Ability to do research.
- Adaptable and flexible; eager to learn and share opinions.
- A proactive self-starter with strong motivation to take on multiple initiatives with the ability to adjust to changing priorities and competing deadlines.
- Ability to thrive in a fast paced, creative environment while maintaining a positive attitude.
- Committed team player, able to work cooperatively with other Executive Assistants and staff, both locally and remotely, but also comfortable working independently
- Knowledge and enthusiasm about amateur sport is an asset
- A sense of humour
- Demonstrates and embodies the COC values of Accountability, Excellence, Fun, Respect and Bravery.
Competitive salary based on experience, excellent benefits package.
Please send all cover letters and resumes by February 26, 2021 to firstname.lastname@example.org, citing the position title in the subject line. No telephone calls please. We thank all applicants for their interest; however only those selected for an interview will be contacted.
The COC is committed to ensuring our recruitment and selection processes and work environment are inclusive and barrier-free. At the COC, we celebrate and welcome the diversity of all employees and believe that having a team of individuals with different backgrounds, views, experience and capability working together makes us stronger and better as an organization.
Accommodation is also available upon request for individuals taking part in all stages of our recruitment and selection processes. Please advise the recruiter to ensure your accessibility needs due to a disability are accommodated. Information received relating to accommodation will be addressed confidentially.