Summary

The Executive Support Specialist provides high-level administrative support to the CEO and the CIP Board of Directors. They are also responsible for the administration of select external national committees and partnerships, as needed.

Description

The opportunity: The Canadian Institute of Planners (CIP) is looking for an experienced and detail-oriented Executive Support Specialist who will bring their energy, expertise, creativity, enthusiasm, and willingness to learn new things to a national not-for-profit organization.

Reporting to the Chief Executive Officer (CEO), the Executive Support Specialist provides high-level administrative support to the CEO and the CIP Board of Directors. The Executive Support Specialist is also responsible for the administration of select external national committees and partnerships, as needed. This role is closely aligned with CIP’s mission to “add value to the larger Canadian planning ecosystem”, coordinating with CIP’s partners, including the Provincial and Territorial Institutes and Associations (PTIAs) and the Professional Standards Board. The role also assists with relationship management between CIP and the allied professions, international planning organizations, federal government departments, and varied project partners on our priority areas of climate change, healthy communities, housing, reconciliation, and equity, diversity, and inclusion.

What we do: CIP is a member-based organization that works on behalf of over 8,000 planning professionals and students across Canada. Our members work on many important issues, from planning new communities and public spaces, to expanding public transit and bike paths (and much more!). As such, our organization is involved in conversations on how to support aspiring planners on their career journey, as well as policy issues related to climate change, healthy communities, housing, and what it means to support Truth and Reconciliation in our communities.

Who we are: CIP is strongly committed to a diverse, inclusive, and accessible workplace and strives to maintain a collaborative work environment that fosters personal and professional growth for all employees.

Where we are: Due to the collaborative nature of this role, the Executive Support Specialist will be a hybrid employee and expected to be in the CIP office in-person, in downtown Ottawa, a minimum of two (2) days per week.

CIP respectfully acknowledges that our office is located on the unceded territory of the Anishinaabe Algonquin Nation. CIP values the ongoing stewardship of all First Nations, Inuit, and Métis peoples.

What we’re offering: Compensation for this position is $65,000-$75,000/year (commensurate with experience), plus the following enhancements:

  • A comprehensive benefits package (Extended Health, Dental, Life Insurance, AD&D, LTD, and Employee and Family Assistance Program) – all premiums paid by CIP except for LTD
  • An RRSP/TFSA contribution matching program – up to 5% of gross salary
  • Generous vacation entitlement – 18 paid days/year, plus additional non-statutory holidays
  • Generous personal leave (for illness, family emergencies, etc.) – up to 12 paid days/year
  • Professional development opportunities
  • Hybrid office work environment, with flex-time option as per CIP policy

CIP also offers a healthy and positive work environment, with a team that strongly believes diversity and inclusion are key to a respectful workplace.

Key Responsibilities:

Governance

Working closely with the CEO, the Executive Support Specialist will be responsible for the operations of the CIP Board of Directors and its Standing Committees. Entrusted with confidential and sensitive information, the Executive Support Specialist will ensure that all policies and procedures are carefully and accurately implemented. 

  • Organizes meetings related to the CEO, CIP Board of Directors, Standing Committees, and external committee activities
  • Oversees all meeting logistics: scheduling, accommodations, meeting venues, A/V, and travel
  • Creates and maintains work-back schedules for the Board, Annual General Meeting (AGM), and external committees
  • Supports and coordinates the call for Director nominations
  • Assists with Board orientation and governance training
  • Coordinates volunteer recognition of Board, including issuing of Credly badges, in collaboration with appropriate staff members
  • Prepares and distributes meeting packages (includes meeting details, agendas, and reading material), and posts them on members-only site and Basecamp, in accordance with CIP’s policies and procedures
  • Attends Board, AGM, and external committee meetings*, assists with administering votes, and prepares meeting minutes/notes
  • Support Board Director evaluation processes (surveys)
  • Maintains up-to-date tracking of all motions, reports, and action items presented at the Board
  • Maintains Board Orientation Manuals and Governance Policies and Procedures Manuals
  • Maintains annual Board and Standing Committee work plans
  • Ensures that By-laws, policies, and procedures are followed and also updated as required

* Meetings are mainly held via videoconference; however, some in-person meetings will be required.

Partnerships and Secretariats

CIP is the secretariat for select external bodies relating to the standards and regulatory functions for the planning profession, as well as a key partner with various external organizations. Working closely with the CEO and Director, Policy and Public Affairs, the Executive Support Specialist will help ensure that CIP is meeting its administrative responsibilities and achieving the Institute’s objectives.  

  • Coordinate external meetings (e.g. scheduling, agenda preparation, etc.) and support activities aimed at building and strengthening CIP’s national and international networks of partners and contacts (e.g. drafting correspondence)
  • Coordinate meetings logistics, including, but not limited to, such tasks as scheduling, accommodations, meeting venues, travel, and A/V setup, for select CIP committees and external committees
  • Creates and maintains up-to-date tracking of all motions, reports, and action items presented at select external committees
  • Maintain reliable databases for CIP’s key contacts, external representatives, and partnerships
  • Utilize project management tools (i.e. Basecamp) to coordinate project work flows and teams, including external contractors and volunteers
  • Monitor the recruitment of volunteers for specified committees and external opportunities, maintain contact lists, and monitor terms
  • Maintain files/records in support of CIP's national and international projects, MOUs, and secretariat agreements

Administration

The Executive Support Specialist will provide direct assistance to the CEO for all administrative matters, which includes select accountabilities.

  • Assist in managing the CEO’s professional calendar for optimal efficiency
  • Screen, respond to, and redirect CEO’s email, as appropriate
  • Follow-up on CEO, Board, and assigned committee and partner deadlines and commitments to ensure deliverables are met
  • Administers and maintains tracking for all relevant processes and documentation
  • Tracks outgoing and incoming correspondence, as required
  • Provides recommendations to the CEO regarding improvements to policies and procedures
  • Maintains Board, committee, and external representatives rosters and terms
  • Coordinates the processing of expense claims related to Board, CEO, and external committees and projects
  • Supports tracking of carbon emissions, as required
  • Assists with Board and committee budgeting, as required
  • Provides support in drafting the CIP annual report (e.g. providing accurate listing of names related to Board and committees)
  • Coordinates the updating of pertinent information on the CIP website
  • Assists in the collection of data for KPIs and other metrics

Qualifications:

Skills and Background

  • Experience in a high-level administrative support position
  • Minimum five years of experience working with a CEO/Executive Director, Board of Directors, and/or volunteer committees
  • Understanding of non-profit governance
  • Experience with budgets and basic contract management (e.g. meeting facilities)
  • Experience with membership databases (preferred)
  • High degree of computer literacy (Microsoft Office Suite)
  • Experience managing A/V and technological requirements of hybrid meetings

Competencies

  • Strong communication skills, with excellent spelling, grammar, and editing skills
  • Strong organizational and logistical skills
  • Detail-oriented and conscientious of deadlines and deliverables
  • Ability to multi-task and prioritize
  • High level of diplomacy and professional judgement
  • Ability to handle sensitive and confidential materials
  • Self-motivated, focused, positive attitude, flexible, and proactive
  • Ability to collaborate and work well with people at all levels, including volunteers
  • Ability to initiate and complete projects with minimal supervision
  • Ability to work well in a small, dynamic, and highly motivated team
  • Ability to work on some evenings and weekends (occasional)
  • Ability to occasionally travel within Canada