Job Title

Facility Association ensures the availability of automobile insurance to owners, lessees and licenseddrivers of motor vehicles who are eligible. We are an unincorporated non-profit association of insurers.FA operates in Ontario, Alberta, Newfoundland and Labrador, New Brunswick, Nova Scotia, Prince Edward Island, Yukon, Nunavut, and Northwest Territories. Every insurer licensed to write automobile liability insurance in these jurisdictions is a member of Facility Association. The affairs and business of FA is managed and controlled by a Board of Directors with authority Canada-wide.The President and CEO is responsible for the day-to-day operations of the organization and management of staff. Additional information in relation to Facility Association is available on its website:https://www.facilityassociation.com/ABOUT THE ROLEThe Executive Assistant provides executive and administrative support to the Vice President (VP) byimplementing administrative systems, procedures, and policies for the department. The incumbentsupports and strategically manages and optimizes the VPs time by arranging and scheduling meetings, events, and tasks, and keeps the VP organized, informed, and prepared to support the achievement of the departments goals and FAs strategic initiatives.This role will begin as a 2 to 3-month contract.DUTIES AND RESPONSIBILITIES:Provide executive support to VP, Data & Analytics: Manage calendars in coordination with external/internal stakeholders, arrange meetings, andprepare materials and meeting facilities. Submit department-related invoices for approval. Complete monthly budget variance report and provide budget/expense details when needed. File contracts/SoWs. Organize and file records, files, and data, maintain accurate filing system. Assist in requests from internal/external stakeholders. Support as required for various initiatives and implementation. Coordinate internal/external contractor accounts setup and maintain these accounts. Assist in collaboration with other departments as required. Distribute bulletins and maintain distribution lists. Make travel arrangements as required.Support Data & Technology Governance Council, UIP Advisory Committee and Board of Directors: Assist in drafting committee work plan, and scheduling meetings. Prepare draft agenda and administrative materials, finalize, and publish agenda package, anddistribute materials. Circulate and file signed committee minutes. Coordinate and consolidate materials for the Board of Directors and management meeting.Education and Experience Community college diploma combined with at least 5 years of relevant work experience. Experience preparing agendas, taking minutes, arranging committee, board, and other meetings. Excellent oral and written communication skills in English. Ability to exercise substantial tact and discretion to deal with confidential issues. Demonstrated advanced knowledge of Microsoft Office applications (Word, Excel, PowerPoint). Effective problem-solving skills and excellent interpersonal skills. Strong time management skills with an ability to multitask under pressure and withoutsupervision. Exceptional planning and organization skills with excellent attention to detail.Facility Association is committed to providing accommodation for people with disabilities. Applicants need to make their needs known in advance.FA is proud to be an equal opportunity employer. Alongside a commitment to excellence, FA is also committed to building a diverse working environment with hiring practices that encourage diversity in all its forms, including race, gender, sexual orientation, religion and ethnicity, among others.Please be advised that only those applicants who are selected for interviews will be contacted.