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) and based in the Canadian Olympic Committee’s Montreal office, 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 Sport Directors and 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

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 a broad group of 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, both electronic and paper where appropriate
  • Prepare PowerPoint presentations for the VP
  • 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)

Office Management

  • Support the Montreal Office Manager with any office management related tasks as needed
  • Act as the primary back-up for the Montreal receptionist (breaks & days off)

Support to Sport Directors and International Relations & Public Affairs team

  • Support with expenses, travel booking, administrative tasks as needed
  • Provide general ad hoc administrative support to Sport Directors and the International Relations & Public affairs team, such as review and preparation of various documents and reports
  • Provide administrative support to various Sport initiatives as needed (e.g., Athletes’ Commission)

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
  • 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)
  • 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.