Executive Assistant

Who We Are

Catalyst Research and Communications consists of two partners, Joan Riggs and Lynne Tyler, and several associates.

For 40 years, Catalyst has been working with the non-profit and public sectors at the local, provincial and national levels. We work primarily with Indigenous organizations and communities, government departments working with Indigenous partners or on inclusion, collaborative tables involving multiple sectors, and social justice organizations.

Our work focuses on facilitation, training, community development and capacity building, including strategic planning, program evaluation, policy research and analysis, and governance and management advice and support.

We are located in Ottawa.

Overall Role of the Executive Assistant

The position provides support to the two partners of the firm, and includes a range of tasks to facilitate their work. It requires understanding the nature of the work we do, the standard practices of the firm and the work style and preferences of each partner. The position requires being aware of current projects and anticipating upcoming requirements.

Preference will be given to candidates with knowledge and experience in the sectors in which we work, including Indigenous organizations and communities, gender-based violence, diversity and inclusion, social services and community development.

Responsibilities

1. Proactively communicate with each partner to be aware of needs and requirements on an ongoing basis.

2. Facilitation support

· For each upcoming facilitation, work with partner to identify supports and preparation the partner needs.

· Ensure materials are printed, pick up materials or supplies, assemble kits

and prepare box with all materials to be taken to the event.

· Coordinate logistics for events, workshops, and meetings as needed, including venue bookings, catering arrangements, materials and equipment setup.

· Transcribe flipchart notes, hand-written notes and audio recordings as needed.

3. Project support

· Prepare or assist in the preparation of reports, presentations and other documents, using Catalyst templates where relevant.

· Develop and post online surveys with SurveyMonkey, monitor responses and report to partners, download results and prepare summary reports.

· Conduct web-based searches as needed, and compile and organize data, statistics and other information to produce reports.

4. Meeting coordination

· Set up Zoom meetings as needed, and monitor accept/decline responses.

· Maintain updated lists of participants for various collaboration tables.

5. Communications

· Manage office communications, including incoming calls, visitors and sending and receiving courier packages.

· Update content on Catalyst website and client websites as directed.

6. Administrative support

· Maintain up-to-date administrative databases, including client information, project expense tracking, and invoice tracking.

· Keep supplies and soft and hard files well organized, secure and accessible for partners.

· Monitor and manage office supplies inventory, replenishing stock as needed and liaising with vendors for procurement.

· Proactively identify opportunities for improving office processes and systems.

Hours and Pay

This position involves 3 to 4 days a week of 7.5 hour workdays (the number of days is negotiable). The workload can be intense at times, but we very rarely require overtime. The EA is required to be in the office at least two days a week, although remote work can be negotiated on a day-by-day basis, depending on the tasks required at that time.

$35/hour with the potential for an increase.

Job Type: Part-time

Salary: $45,143.20-$74,616.08 per year

Expected hours: 22 – 30 per week

Benefits:

• Paid time off

Flexible Language Requirement:

• French not required

Schedule:

• Monday to Friday

Education:

• Secondary School (preferred)

Work Location: Hybrid remote in Ottawa, ON K2P 0Z3

Application deadline: 2024-05-03