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 Chief Sport Officer, the Executive Assistant to the Chief Sport Officer (CSO) and Montreal Office Manager is an integral member of the Sport team and is responsible to provide front line administrative support to the CSO, including meeting preparation and coordination, communication with international and domestic stakeholders and effective treatment and prioritization of all requests, projects deadlines and deliverables pertaining to the CSO’s office. They will also be responsible for providing support to the larger Sport Leadership Team on various projects and initiatives as required by the CSO and the team. The Executive Assistant also has a responsibility for office management for the Montreal office, including the management of the receptionist.

LOCATION
This position will be located in the COC office in Montreal, QC, at 500 René-Lévesque Boulevard West

CORE RESPONSIBILITIES AND PRIORITIES

Office of the Chief Sport Officer

  • Manage the CSO’s schedule (scheduling, meeting material, travel, logistics, etc.)
  • Coordinate all CSO’s responsibilities, workload, correspondence/emails ensuring that all is acted upon in a timely manner
  • Treat and prioritize efficiently all requests, projects execution, deadlines and deliverables
  • Manage all meeting logistics for Sport related meetings where the CSO is the key staff person
  • Maintain key relations: liaise internal (COC staff, COC Executives and COC Board members) and external (key stakeholders, sport partners, Committee members & National Sport Organizations) relations, to ensure that projects are executed, requests are handled and deadlines are respected
  • Assist in the execution of all projects as requested by the CSO
  • Manage files, both electronic and paper where appropriate
  • Prepare PowerPoint presentations for CSO
  • Act as the primary point of contact to ensure all correspondence and requests are dealt with promptly or directed to the most appropriate individual
  • Provide administrative support for the Sport Directors/Sport department as required
  • Liaise and collaborate with other COC departments to ensure efficient business optimization and innovation that strengthen the entire business (Finance, Operations, Board & Session logistics, HR

Office Management

Work collaboratively with the Toronto Office Manager where appropriate in carrying out the following responsibilities:

  • Develop and implement common operating procedures and best practices for all offices and administrative staff
  • Manage the Montreal office budgets
  • Liaise with landlord for the Montreal office
  • Responsible for vendor selection / procurement practices using common vendors and practices where appropriate
  • Coordinate office relocations as necessary
  • Coordinate space planning to promote effective use of space and teamwork
  • Secure capital furniture and equipment assets for the office within budget as required
  • Work with Brand Team to ensure common and up to date look and feel for the office
  • Supervise the reception functions in the Montreal office
  • Work with IT to ensure office equipment (telephones/copiers/scanners/etc) meets the needs of the organization and users are trained
  • Oversee offsite storage needs of the COC to minimize costs
  • Ensure new staff members are trained in office procedures and practices and in the use of office equipment

Leadership

  • Manage the Montreal receptionist, including objectives setting, performance management, development and coaching.

Chef de Mission Lead

  • Selection process
    • Lead and initiate all steps of the Chef de Mission Selection process for the Olympic Games, Pan Am Games and Youth Olympic Games
  • Pre-Games and Post-Games
    • Manage the responsibilities, workload and meeting details for the Chef de mission (chef(s)/assistant chef(s)/lead, athlete mentor)
    • Manage the Chefs’ calendars and scheduling, including interview requests, media tour, request for events/team announcements, travel and expenses
    • Track the Chef de Mission’s budget
    • Main contact for the Chefs to ensure that all correspondence and requests are dealt with promptly or directed to the most appropriate individual
  • At-Games
    • Prioritize the Chef’s attendance at events and manage the Chef’s calendar accordingly (Sport competitions events, ceremonies/pep rally, athletes’ arrivals, opening/closing press conference, daily meetings, interview requests, Medal celebrations, emcee for Sport Celebrations and transportation)

Athletes’ Commission – Administrative and Logistics Support

  • Responsible to initiate and coordinate all steps for the Athletes’ Commission’s elections
  • In conjunction with the Executive Assistant to the VP, International relations and Public affairs in the Montreal office, provide the following support:
    • Logistics and administrative support to the Athletes’ Commission’s members
    • Manage/Track the Athletes’ Commission budget
    • Manage the Athletes’ Commission Outlook and Dropbox account

QUALIFICATIONS AND CRITICAL SKILLS

Education and Experience

  • University degree or college diploma (in a field related to office administration an asset)
  • 3-5 years of previous experience in a similar role
  • Experience in the Sport community is an asset

Skills and Abilities

  • Fully bilingual in French and English. Other languages an asset
  • High level of personal integrity and presents a highly professional image at all times – both internally and externally
  • Impeccable attention to detail and accuracy
  • Proven organization and time management skills and the ability to 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
  • Proven managerial experience
  • Strong verbal and written communication skills
  • Result-oriented with a sense of urgency; work with other staff and stakeholders, as required, to exude a “can do” attitude
  • Proven critical thinking skills combined with common sense
  • Adaptable and flexible; eager to learn and share opinions
  • Effective team player, but also comfortable working independently
  • Proficient with computer software applications in a Windows environment (advanced PowerPoint skills an asset)
  • Demonstrates and embodies the COC values of Accountability, Excellence, Fun, Respect and Bravery

COMPENSATION 
Competitive salary based on experience, excellent benefits package.

CONTACT
Please send all cover letters and resumes by December 9, 2019 to applications@olympic.ca, 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. Accommodation is 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.