
- Location
- Ottawa
- Starts
- Closes
- Job Category
- Admin/Clerical/Customer Service
- Job Type
- Full-time
Executive Assistant & Office Coordinator
Full-time (37.5 hrs/wk.), permanent, hybrid*, based in Ottawa, ON
The Conference for Advanced Life Underwriting (CALU) is Canada’s professional association for leaders in the life insurance and financial advisory industry. We provide our 600+ members with high-quality education and with opportunities to connect, stay informed and share ideas on how to enhance the financial well-being of Canadians.
Non-partisan advocacy is an important part of our mandate. Along with our partner organization, Advocis, we speak on behalf of thousands of advisors in every part of Canada to grow and preserve the financial well-being of Canadians and family businesses. Please visit our website for more information on CALU.
Opportunity
The Conference for Advanced Life Underwriting (CALU) has an immediate opening for an Executive Assistant & Office Coordinator to join our team in Ottawa, ON. Under the direction of the President & CEO, the role assists with the governance of the organization, provides office administration as well as events support. Duties include but are not limited to:
Governance:
- Supports the President & CEO, Board of Directors, some Committees, and other governance functions such as the Annual Meeting of Members, including by:
- Planning, organizing, and coordinating virtual and in-person meetings
- Preparing and distributing meeting document packages, including support for developing the agenda, speaking points, slides, and President & CEO reports to the Board
- Taking meeting notes and maintain necessary operational records (e.g., contact info, attendance).
- Tracking key deliverables and action items and ensuring follow-up
Office Administration:
- Provides administrative support to the President & CEO, including calendar management and scheduling of meetings, taking, and circulating notes
- Coordinates the administration of the office, including:
- maintaining the corporate calendar for the organization and monitoring key dates and deadlines
- monitoring the CALUadmin inbox and ensures items are appropriately dealt with in a timely fashion
- processing invoices for approval and payment
- processing of expense claims
- ensuring timely office and liability insurance renewals, etc.
- Responsible for the records management system, both digital and physical and office procedures and workflows
- Acts as main contact point for CALU’s external IT consultant
- Provides administrative support the Vice-President, Public Affairs & Member Engagement and, on a back up basis, support for social media, updating content on the website and member portal, and email campaigns (including weekly newsletter)
- Acts as back up for other admin functions such monitoring the main CALU inbox and supporting other committees.
Events Support:
- Supports the Manager, Membership & Events in:
- Organizing some logistics for CALU’s Annual Conference & AGM and for other events/conferences during the year
- Providing administrative support for the accreditation of educational sessions at CALU events
- Compiling and tracking the approvals for Continuing Education (CE) credits
- Managing the video platform (LUMA1) including responsibility for record keeping, reporting, and issuing CE credits for on demand completions
Other projects and duties: as assigned.
Requirements
The ideal candidate has:
- Post-secondary education in a related discipline, or equivalent work experience.
- At least 5 years of relevant work experience in a member-based association or a not-for-profit organization.
- Excellent organizing, prioritizing, monitoring and documenting skills.
- Excellent software and technology skills, including Windows, Microsoft Office Suite, Member 365 database, WordPress, web-based tools and social media.
- Good written and oral communication skills in English are required. French is an asset but not required.
- Good interpersonal skills, and ability to work collaboratively with colleagues, consultants, suppliers, and Board and committee members.
- Demonstrated pro-active mindset to take the initiative in developing and prioritizing issues and methods to accomplish tasks or assignments with guidance from the President & CEO as required.
- Pays attention to detail.
- Adept at working under pressure, managing competing priorities and meeting deadlines.
- Thrives in a small team environment with the ability to be flexible and adaptable.
- Resilient and dependable.
- Ability to travel within Canada on occasion for meetings and events.
- Ability to work flexible and/or extended hours on occasion.
Location
*Downtown Ottawa, required to work in the CALU office for a minimum of three (3) full days a week and up to four (4) days depending on work priorities.
CALU is an equal opportunity employer committed to increasing diversity and inclusion in today’s workforce.
To apply
If this opportunity intrigues you and relates to your education and career interest, then we would like to hear from you. Please tell us about yourself in a cover letter – we want to listen to your story – your educational background, your accomplishments to date, and why this role is a good fit for you.
Note: You must be legally allowed to work in Canada to be eligible for this position.
CALU offers a competitive salary and benefits program, including health, dental, life, critical illness, long-term disability, RRSP contributions, and a health spending account.
Please submit your cover letter, resume and any accommodations you may need to our online portal (https://secure.collage.co/jobs/calu/50362). Do not apply by email. The posting will remain active until we successfully fill the position.
We thank all candidates for their interest but only those selected for an interview will be contacted directly.