Allysha Chapman holds her arms wide with a big grin in celebration of scoring a goal

Executive Assistant to the Vice President, International Relations and Public Affairs

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 Vice President, International Relations and Public Affairs (VP), the Executive Assistant is an integral member of the International Relations and Public Affairs team and is responsible to perform a variety of administrative duties, including meeting preparation and coordination, communications with key international and domestic stakeholders and treatment & prioritization of all requests, projects deadlines and deliverables. They will also be responsible for providing broader administrative support to the International Relations and Public Affairs’s team as needed. They will also assist with office management in Montreal.

LOCATION

This position will be located in the COC office in Montreal, QC, at 500 René-Lévesque Boulevard West. The COC offers a hybrid work model that allows for up to two days of remote work each week.

CORE RESPONSIBILITIES AND PRIORITIES

Office of the Vice President, International Relations and Public Affairs

  • Manage the VP’s schedule (scheduling, meeting material, travel, logistics, etc.)
  • Coordinate all VP’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
  • Draft and send communications to international stakeholders on behalf of the VP and other COC executives (President, CEO, CSO)
  • Manage all meeting logistics for International Relations & Public Affairs related meetings where the VP is the key staff person
  • Manage and plan various meetings involving COC Executives and governmental and international stakeholders
  • Maintain key relations: liaise internal (COC staff, COC Executives and COC Board members) and external (key stakeholders, international 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 and milestone tracking of all projects as requested by the VP
  • Manage files and invoices for approval, both electronic and paper where appropriate
  • Prepare PowerPoint presentations and Board Materials
  • Be the departmental contact for ensuring that all correspondence and requests are dealt with promptly or directed to the most appropriate individual
  • Assist in building meeting agendas, organize supporting documentation and act as recording administrator as required
  • Liaise and collaborate with other COC departments to ensure efficient business optimization and innovation that strengthens the entire business (Finance, Operations, Board & Session logistics, HR)
  • Assist with Budget management, including expense account documentation and filings with accounting

Office Management

  • Support the Montreal Office Manager with any office management related tasks as needed

Support the International Relations & Public Affairs team

  • Support with expenses, travel booking, administrative tasks as needed
  • Provide general ad hoc administrative support the International Relations & Public affairs team, such as review and preparation of various documents and reports
  • Provide administrative support to the Bid Feasibility Team as needed (Internal Working Groups, contractors, etc.)

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. Spanish, or other languages is a strong asset.
  • High level of personal integrity and professionalism
  • Strong diplomatic skills to support communication at a senior level across cultures
  • 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
  • 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” positive 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)
  • Comfortable with numbers and basic notions of accounting
  • 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 August 9, 2022, 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. 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.

As a condition of employment, and in order to ensure the health and safety of the Canadian Olympic Committee’s employees, a successful applicant will be expected and agrees to confirm and provide proof of vaccination from COVID-19. This condition of employment is subject to any accommodation requirements as may be required by human rights legislation, including for religious needs, disability or any other protected ground under human rights legislation.

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.