Executive Personal Assistant 2 | First Nations | Consultant

Executive & Personal Assistant

Location: Area of Interest: CA-ON-Ottawa/Kanata Administration/Operations Job ID: Job Type: 2013-0105 Full Time

Experience Required (Min Yrs.): 10 years

Education (Minimum): College Diploma

JOB RESPONSIBILITIES: CLAW Environmental Services Inc. (CLAW) and FoxWise Technologies Inc. (FoxWise) are currently recruiting for an Executive & Personal Assistant to join their teams in Ottawa, Ontario. The successful candidate would be a full-time member of both the CLAW and the FoxWise teams, reporting directly to the President of both companies. Responsibilities could include but will not be limited to:   Planning and undertaking all administrative support for the President, for both personal and business activities, maintaining confidentiality of material and information at all times including; Scheduling, organizing and attending meetings including preparing agendas, taking and circulating action items and minutes, managing and syncing calendars, scheduling luncheons, and coordinating travel arrangements; Filing (hard copy and electronic); Reviewing all of the President’s emails from both the CLAW and FoxWise Outlook accounts, responding to emails on his behalf, prioritizing follow ups for the President and providing him with a daily “To Do” list; Coordinating logistics for and attending events/trade shows on behalf of CLAW and/or FoxWise; Managing, tracking and submitting expense reports and billable hours; Receiving mail, opening and forwarding to the appropriate internal department (i.e., Accounts Receivable, Accounts Payable, Finance, etc.) Taking telephone messages, answering queries, and responding to voice messages; Managing client contacts, marketing databases including running reports, and document filing systems; Liaising with subcontractors, clients and business partners, coordinating the preparation and approval of agreements and contracts; Assisting in the creation and circulation of materials for internal and external communications (i.e., news releases, bulletins, brochures, presentations); Managing social media communications (i.e., twitter, LinkedIn, etc.); Communicating in a professional and courteous manner with all clients (both internal: project managers and team members; and external: clients and suppliers); Working from and traveling between both the Ottawa and Kanata offices on a weekly basis; and, Other duties as necessary to meet the President’s requirements.

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JOB REQUIREMENTS: The Successful candidate will possess the following qualifications:   Completion of a diploma program in Business/Office Administration, Commerce or equivalent is preferred; Minimum of 10 years of experience in an administrative/operations role;

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Excellent working knowledge of Microsoft Office Suite (intermediate to advanced skills on W ord, Excel, PowerPoint, Visio, MS Project, Outlook), and Adobe, as well as use of the Internet for research purposes; Knowledge of BST software an asset; Experience with ACT and/or Microsoft Dynamic CRM, and Sharepoint an asset; Excellent oral and written communication, and interpersonal skills; Enthusiastic, flexible and versatile, willing to take on responsibility and demonstrate initiative; Excellent organizational, research and time management abilities; Polished follow up and information gathering skills; Detail oriented, with an emphasis on accuracy and quality of work; Ability to maintain confidentiality of sensitive client and information; Proven ability to be flexible and work under pressure in a multi-dimensional role, within highly demanding office environments; Ability to multi-task on a variety of administrative projects in a fast-paced changing environment; Ability to function in a team setting, accept responsibility and work to deadlines; Hold a valid driver’s license and have access to a reliable vehicle on a daily basis; Experience in a professional consulting environment would be an asset; and, Bilingualism an asset.

Founded in 2004, CLAW is an Ottawa - based Aboriginal consulting firm, established for the provision of environmental services to First Nations, Inuit and Northern communities, and Federal Government Departments. As an Aboriginal owned company, CLAW prides itself on working with communities and clients to achieve a sustainable future. Golder Associates Ltd. is a Canadian based environmental and ground engineering firm that has a working relationship with CLAW. CLAW is an equal opportunity employer. Founded in 2000 and headquartered in the Nation’s Capital, FoxWise is an Aboriginal -owned firm specializing in the provision of IT solutions and services. FoxWise was established to provide IT services to Federal Government Departments and to First Nations, Inuit and Métis communities. As an Aboriginal-owned company, FoxWise prides itself on working in a meaningful way with communities and clients. If you are interested in this position, please respond directly to solutions@claw.ca

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