Administrative Assistant
Location: Ottawa or Toronto (hybrid)
Salary: $55,000-$65000
The Canadian Vehicle Manufacturers’ Association (CVMA) is hiring an administrative assistant to join our team. Applicants should have strong written and communication skills and be comfortable working with a small team in a fast-paced organization. Ability to work in both official languages would be an asset.
JOB SUMMARY
Reporting to the President, the assistant will support the President & CEO in managing schedules and correspondence. The assistant will also support the CVMA policy team with administrative tasks, meeting coordination, and some travel arrangements.
MAJOR RESPONSIBILITIES
- Manage the President & CEO’s calendar, meetings, and correspondence.
- Provide administrative support services, including preparing a variety of documents and correspondence, to the President and the CVMA team.
- Coordinate large meetings and occasional events.
- Arrange travel and accommodation for the CVMA team on occasion.
- Prepare and disseminate monthly production statistics for the CVMA.
- Prepare quarterly sales and production statistics to be posted to the CVMA website.
- Monitor the CVMA information email, respond to email inquiries, and answer and respond to telephone calls.
- Monitor the Canada Gazette website for notices that may be of interest to the CVMA and its members and share with the CVMA team as appropriate.
- Prepare bi-monthly activity calendars for circulation to the members.
- Schedule CVMA board and committee meetings.
- Organize and maintain relevant databases (distribution list) for CVMA committees and contact list for federal members of parliament and provincial legislators, and other contacts
- Manage lobby reporting on behalf of the President.
- Maintain filing systems (hardcopy/electronic).
- Manage the World Manufacturer Identifier (WMI) program (maintaining the database, processing applications, issuing WMIs, responding to queries, liaising with Transport Canada).
MINIMUM QUALIFICATIONS
- Post-secondary education in a related field or equivalent experience
- Minimum 5 years experience in an administrative role
- Strong organizational, time-management, and written and oral communication skills
- Experience managing multiple calendars and booking travel
- Proficiency in MS Office and other office tools
- Ability to maintain confidentiality and handle sensitive information
- Experience working in a fast-paced environment and meeting tight deadlines
- Bilingualism in English and French is an asset
APPLICATION
Please send a detailed summary of relevant experience and letter of application to jobs@cvma.ca by November 1, 2024.