Executive Assistant, Strategic Engagement & Governance

Executive Assistant, Strategic Engagement & Governance

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Position at Canadian Medical Protective Association

The Strategic Engagement & Governance group ensures strong governance, strategic stakeholder engagement, and cohesive communication, positioning CMPA as a vital component of the healthcare system. This group brings together 3 teams that shape and support strategic engagements both internally with CMPA’s Council (Board) and externally with members and stakeholders. Executive Services & Governance oversees the CMPA governance framework and provides corporate secretariat functions, including meeting management and executive services.

Communications & Marketing offers strategic advice, guides messaging and positioning, and provides marketing, creative writing, editing, translation, and graphic design services. It also monitors changes in the healthcare environment to ensure CMPA messages resonate with members. Strategic Engagement & Advocacy establishes and maintains relationships with >60 stakeholders across provincial and territorial healthcare systems, performs environmental scanning and analysis, and collaborates with senior leaders to foster relationships that contribute to CMPA’s strategic goals.

• Executive support and confidential administrative services
• Being the primary point of contact, internally and externally, on all matters pertaining to the Strategic Engagement & Governance portfolio including liaison with corporate governors, general counsel, and organizational partners
• Working independently, under pressure and handling a wide variety of activities and confidential matters with discretion and good judgement
• Strong problem identification and problem resolution skills

The Executive Assistant also provides ad hoc travel and meeting support for the Director, Strategic Engagement & Advocacy.

• Plans and coordinates schedules, including outreach activities, business travel, conferences, meeting bookings and accommodation requirements. Compiles itineraries, including the preparation or coordination of agendas, presentations, and briefing materials required for meetings and appointments.
• Screens and communicates directly on behalf of the Executive Director with the CMPA President and Councillors, senior management, CMPA members, and General Counsel and consultants
• Works closely and effectively with the Executive Director to keep well informed of upcoming commitments, deadlines, and responsibilities
• Drafts acknowledgement letters, personal correspondence, presentations, and other tasks that facilitate the Executive Director to effectively lead the portfolio
• Responds to external requests for materials on behalf of the Executive Director
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
• Coordinates meetings (Council Committees and cross-functional internal meetings) including the preparation of agendas, meeting materials, and meeting minutes as assigned by the Executive Director
• Recommends and implements processes to support the effective integration and operations of the department
• Responsible for the project administration of one time and on-going initiatives, as assigned
• Provides back-up support for other administrative positions within the portfolio during temporary leaves
• Acts as a super user for the External Stakeholder Management (ESM) system

• Diploma or Certificate program (2-3 years) in Business or Administration
• A minimum of 7 years of experience in a senior administrative role, supporting executive(s)
• Experience drafting internal and external correspondence
• Experience working in a fast paced and high-volume environment
• Strong interpersonal skills
• Strong time management and organizational skills with attention to detail
• MS Office experience including sound knowledge in Word, Excel, Outlook, presentation software (such as PowerPoint) and…