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.