Person on computer with KH logo in background B+W

Executive Assistant

July 14, 2021
We are looking for an experienced Executive Assistant to provide administrative and organizational support to the Director and leadership team so they can focus on achieving Know History’s long-term, strategic goals.
 
A fundamental part of this role involves working closely and effectively with the Director to keep them well informed of upcoming commitments, identify and address needs, establish and track priorities, and anticipate obstacles before they arise. The EA will be responsible for day-to-day administrative tasks in support of the Director such as managing their calendar, coordinating and attending meetings, taking notes and drafting materials (reports, agendas, presentations, etc.), handling incoming requests, and acting as a point of contact for the Director. The EA will also be accountable for other complex organizational responsibilities such as day-to-day finances, communications, organizing events, travel arrangements, and assisting other members of the Know History team as needed.

The ideal candidate has demonstrated experience supporting executives, excellent attention to detail, and high-level organizational skills. They are skilled at anticipating needs, critical thinking, and offering solutions to problems; they understand how their work contributes to the bigger picture without losing track of the small details.

Responsibilities 
  • Providing general administration and personal support to the Director
  • Managing and maintaining the Director’s calendar, appointments, travel, contacts, documents, and day to day tasks
  • Meeting daily with the Director to brief them on their schedule, discuss priorities, raise issues, and provide updates
  • Scheduling and coordinating meetings and appointments for the Director
  • Attend meetings with the Director, or attending meetings in their absence, to take notes and ensure all follow-ups for the Director are completed
  • Coordinating and following up with the Director and other members of the leadership team on action items
  • Acting as a point of contact for the Director and liaising with other Know History staff
  • Coordinating, preparing, and distributing PowerPoint presentations, research, agendas, reports, and other materials
  • Organizing company events and company meetings
  • Organizing and booking travel for fieldwork and conferences, preparing travel advances, and processing travel claims
  • Assisting with day to day financial management (in coordination with the CFO) including managing petty cash, credit card reconciliation, processing receipts, weekly update of receipts into AirTable database, tracking of project payments
  • Assisting other members of the leadership and operations team with tasks or projects as needed
Skills and Qualifications
  • A minimum of 5 years of demonstrated experience providing administrative support to executives
  • Advanced proficiency in MS Office
  • Experience with financial management and calendar/event management
  • Excellent communication skills, both verbal and written
  • Able to work independently
  • Proven multi-tasking and problem-solving skills
  • Basic technical support knowledge
Position Details
  • Location: Bank Street, Ottawa
  • Travel Required: No
  • Required to work in the office: Yes
How to Apply

If you are interested in joining Know History’s team for this role, please send your CV (2 pages max) to resume@knowhistory.ca by July 26th, 2021. Only candidates who meet the criteria outlined in this advertisement will be selected for an interview. We thank everyone for their interest, but only those selected will be contacted.

Know History is committed to providing equal employment opportunities and strongly encourages applications from Indigenous peoples, visible minorities, members of racialized communities, people with disabilities, and people of any sexual orientation or gender identity and expression. If you require assistance or accommodation at any point in the application process, please also contact resume@knowhistory.ca. 

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