Job Vacancy - Executive Assistant to the NNAS Executive Director

The National Nursing Assessment Service is a not-for-profit organization that supports its 21 organizational nursing regulatory body members from across Canada in providing educational credentialing assessment of internationally educated nurses and other related services. This not- for-profit organization operates within a pan-Canadian context, and supports our partners in ensuring quality patient care. The organization is current seeking an experienced, professional and effective full-time Executive Assistant to support the Executive Director.

Primary Responsibilities

Scheduling and Calendar Management

  • Co-ordinate the Executive Director’s schedule, appointments, reservations and travel arrangements and be able to manage calendar with multiple time conflicts.
  • Organize meetings of committees and other, involving multiple senior executives and partners (government, nursing regulatory body members, government agencies, other NFP): electronic polling and other means; document preparation, attendance tracking, guest speakers, and etc.
  • Assist the Executive Director in the support of the monthly Board meetings and various committees (Governance, Finance & Audit).
  • Plan, organize and co-ordinate functions and special events including the Annual General Meeting and conference: venue, catering, hotel room bookings, guests, and A/V.

Email Management

  • Manage Executive Director email inbox, including screening, routing and responding to a large volume of email ensuring all incoming emails are acknowledged swiftly and proactively address.
  • Able to monitor electronic meeting votes and other electronic decision-making activities.

Document Preparation

  • Prepare and/or edit internal and external letters, faxes, memos and mass emails.
  • Ability to record and produce minutes accurately, efficiently and in a timely manner
  • including board meetings.
  • Ability to prepare meeting document packages in a timely and accurate manner so that they
  • are sent in advance of meetings.


  • Communicate with high profile clients via phone, email and written correspondence.
  • Maintain up-to-date and detailed client contact lists.
  • Work with organization’s administrative consultants and staff to maintain social media platforms where necessary: Twitter, website.

General Duties

  • Administrative tasks; accurately prepare and file expense reports, filing, faxing and other as required.

Essential Skills, Experience and Educational Requirements

  • Bachelor’s degree preferred or related education in administrative support.
  • Superior computer skills and in-depth knowledge of relevant MS Word, Excel and
  • PowerPoint.
  • 6-8 years of Executive Assistant experience supporting executives (i.e., C-level) required.
  • Must have experience supporting boards, preferably in the not-for-profit sector.
  • Must be a highly organized and solutions-driven go-getter.
  • Ability to pay attention to detail with high degree of accuracy, handle multiple priorities at
  • once, manage time effectively, and maintain composure in a fast-paced environment.
  • Problem solving - ability to identify and resolve problems in a timely manner, gathering and
  • analyzing information.
  • Ability to show initiative and be proactive.
  • Excellent verbal and written communication skills in English (French an asset).
  • High standards of ethics and confidentiality to handle sensitive information.

All interested applicants, please send a cover letter expressing your interest and qualifications, and a resume/cv to no later than August 19, 2016 end of day. Please reference: “Executive Assistant” in the email subject line. No inquiries. Only those applicants who meet the qualifications will be invited to interview.

Posted on August 10, 2016 .