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Canadian Association of Defence and Security Industries

Executive Assistant to the President and CEO



Company Information

The Canadian Association of Defence and Security Industries (CADSI) is the national industry voice of more than 800 Canadian defence and security companies that produce world-class goods, services and technologies made across Canada and sought the world over. The industries contributes to the employment of more than 63,000 Canadians and generate $10 billion in annual revenues, roughly 60 per cent of which come from exports. To learn more, visit and follow us on Twitter at @CadsiCanada.

Job Description

Organization: Canadian Association of Defence and Security Industries (CADSI)

Job Title: Executive Assistant

Reports to: President and CEO

Status: Contract, Full-Time

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The senior management team is seeking a professional and well organized Executive Assistant who possesses a broad base of administrative, coordination and computer skills. The ideal candidate is an individual who is able to adapt in a fast paced environment and working independently as well as in a team setting.


Duties and Responsibilities

Key Responsibilities:

  • Provide direct administrative and office management support to all members of the senior management team, as directed by verbal or written instruction.
  • Receive and screen all inbound e-mails, calls and visitors for the senior management team; refer and/or redirect calls, emails or visitors as applicable.
  • Coordinating agendas, meetings (including teleconferences) and activities for senior executives using Outlook and a polycom system.
  • Maintain daily appointment calendars of members of the senior management team.
  • Manage working schedules and engagement calendars of senior management team and CADSI boardrooms.
  • Preparing correspondence such as memos, agendas, Board reports, emails and letters.
  • Make travel arrangements for senior management team as requested
  • Coordinating the logistical aspects of Board of Directors meetings, roundtables, committee meetings and occasional special events.


Other Duties:

  • Assist in the planning of staff activities as required.
  • Occasionally attend industry functions with CADSI colleagues.
  • Order supplies on behalf of the senior management team.
  • Greet persons entering the CADSI office, notify appropriate CADSI colleague, direct visitor to meeting location and offer refreshment if needed.
  • Take meeting minutes for various meetings including senior management meetings (which may contain highly confidential information).
  • Arrange catering for in-house meetings.
  • Handle office expenses on behalf of the senior management team and submit incoming invoices to Accounting for processing and final approval.
  • Respond to inquiries from CADSI’s senior management team, Board of Directors, operating committees, and members.
  • Other duties as assigned.


Critical Qualifications/Competencies:

  • Excellent time management skills and clear respect for deadlines.
  • Strong judgement and decision making abilities.
  • Ability to adapt to changing priorities and handle multiple demands by prioritizing effectively.
  • Excellent aptitude for interpersonal relations combined with an ability to interact with senior management and other team members in a professional and effective manner.
  • Very good knowledge of Microsoft software (Word, Excel, PowerPoint, Outlook, Adobe).


Preferred Competencies:

  • Flexibility and willingness to work outside normal working hours when required.
  • Post-secondary education.
  • Experience as an Executive Assistant.
  • Bilingualism is an asset.
  • Basic knowledge of Canadian government.
  • Interest in defence and security industries.
  • Demonstrated ability to maintain confidentiality.


How to Apply

To be considered for this position, please submit your resume and a cover letter of no more than two pages along with your salary expectations. Submissions should be sent by email to Only applicants who are selected for an interview will be contacted.

Contact Information

Canadian Association of Defence and Security Industries
Posting Date: 16-Jun-2017Admin/Clerical/Customer Service Contract, Full-Time ContractToHire Open 1 ASAP
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