Executive Assistant/Office Coordinator

About Sonography Canada

Sonography Canada is the credentialing body, professional association and the advocate for diagnostic medical sonographers in Canada. We are the single national voice for the Sonography profession in Canada, supporting professional sonographers throughout their careers with:

• National entry-to-practice credentialing examinations
• Continuing professional education through a national conference, webinars and the

Canadian Journal of Medical Sonography

• National competency profiles, professional practice guidelines and standards, and Codes of Conduct and Ethics
• Member services and programs like professional liability insurance and advocacy to governments, the public and other healthcare organizations

About the Role

The Executive Assistant / Office Coordinator is the key administrator of the Executive Director’s office, ensuring the Executive Director can function effectively by bringing a high level of professionalism, organization, attention to detail, diplomacy, discretion, pro-active anticipation of needs, exceptional communication abilities and leadership to the role.  This role provides confidential senior administrative support to the Executive Director, managing the calendar, anticipates needs and ensures the Executive Director is well-prepared for meetings and events (i.e. briefing materials available in advance, etc.).

In addition, this role acts as liaison to the members of the Sonography Canada Board of Directors and its Advisors; answers inquiries or directs them to the appropriate staff person answers and/or re-directs incoming correspondence; serves a secretariat function for a variety of internal and external meetings including but not limited to preparing agendas, distributing materials, and preparing minutes.

Key Responsibilities of this role include:

Executive Director Support

• Preparing correspondence for the Executive Director.
• Maintaining the Executive Director’s calendar and schedule.
• Works with the Executive Director to track key deliverables and ensuring that timelines and commitments are met.
• Developing new or improved administrative procedures as necessary.
• May lead special administrative projects for the Executive Director from time to time.
• Arranging for travel and accommodation, with the support of our travel agent
• Preparing Executive Director’s itineraries to include all related duties while representing the organization externally.
• Coordinating meetings with external organizations and partners.
• Providing other administrative support as needed

Board and Committee Support

• Preparing and distributing of agendas and other related documents.
• Accurate capturing of meeting minutes.
• Coordinating logistics for in-person or virtual meetings including arranging accommodations, catering, and ensuring all necessary supplies and equipment such as AV are available as needed.

Annual General Meeting Support

• Supporting the Executive Director with the collection of relevant content in a timely manner for the Annual General Meeting for membership.
• Preparation of the notice of the meeting for the website, and distribution of this notice by the Manager, Membership, Marketing & Communications.
• Assisting the Executive Director in the preparation of AGM scripts and other material as required.

Office Coordination

You will organize and coordinate office administration and procedures to ensure organizational effectiveness and efficiency. Here are a few of the things that you can expect to be doing in this role:

• Pursue continuous improvement of office processes and practices and acts as a gatekeeper and point of first contact for various inquiries, especially to the Executive Director.
• Develop and maintain a dashboard of office activities and projects. Attend staff meetings and records key developments.
  • Follow up on organizational deliverables with key staff.
• Act as the in-office point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
• Coordinate with external IT provider for troubleshooting and managing office IT equipment
• Manage relationships with third party vendors such as the employee benefits provider and landlord to ensure smooth operations and appropriate, timely invoicing.
  • Accounts payable: Assist in the preparation of the expense claims for the Executive Director and the Sonography Canada Board of Directors and Advisors for approval and payment.
  • Assist with the reconciliation of Sonography Canada credit card(s).

• Partner with the Executive Director to develop and maintain office and employee policies, as necessary.
• Provide admin support to other functional areas during busy periods such as the annual conference, AGM, Sonography Week, etc.

About You

The successful Executive Assistant/Office Coordinator is an unflappable professional who doesn’t mind wearing multiple hats.   Experienced in handling a wide range of administrative duties and executive support-related tasks. The role must interact seamlessly, collaboratively and with a professional demeanor across a broad range of individuals including the Board of Directors, representatives of external organizations, and the management team and staff.  Able to take direction, ask questions and work independently with little or no supervision.  Well organized, flexible, and enjoys the administrative challenges of supporting the organization’s leadership within an office of diverse roles and individuals.

Knowledge and Skills

• Highly organized, confident and flexible with the ability to manage multiple priorities and tasks.
• Excellent oral and written communications and interpersonal skills
• Detail-oriented and works with a high degree of accuracy.
• Analytical and problem-solving skills and proven ability to research and summarize information.
• A team player who takes direction and can work independently to complete simple tasks and more complex projects.
• Resourceful and able to complete tasks with limited supervision.
• Demonstrated strong oral and verbal communications skills; experience in writing briefing notes, proposals and general correspondence.
• Demonstrated ability to exercise discretion and confidentiality.
• Previous experience as an executive assistant, senior administrative assistant or office manager
• Diploma or degree, or equivalent combination of skills and experience
• Previous experience with membership-driven not-for-profit organizations; experience with stakeholder relations
• Experience organizing meetings.
• Bilingualism (English & French) is considered a strong asset.

Location: The position is located in the national office in Ottawa, ON.

Hours: Full time, 40 hours per week

Salary: The salary range for this position is $60,000-$70,000; based on experience.  Benefits package provided after successful completion of the probationary period; annual RRSP contribution matching as per Sonography Canada policy.

Sonography of Canada invites applications from all qualified individuals. We are committed to employment equity and diversity in the workplace and welcome applications from women, members of racialized groups/visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

If you are interested in this opportunity to assist in strengthening Sonography Canada’s operations and participate in its future growth, please apply to careers@sonographycanada.ca.

Accommodations are available for applicants with disabilities throughout the recruitment process.  If you require accommodations for interviews or other meetings, please contact careers@sonographycanada.ca.