Executive Assistant

Higher Talent is seeking a highly skilled and motivated individual to join the team of a Member of Parliament as an Executive Assistant. This key role, located in St. John’s, NL, involves the comprehensive management of the Member’s office, ensuring efficient and effective operations.

Reporting directly to the Member of Parliament, the Executive Assistant will oversee financial and human resource requirements in accordance with established House of Commons policies and procedures. The incumbent will implement and manage processes, methods, and practices that support the office’s business and information management needs. Ensuring effective and timely service, outreach, and communications is crucial to this role. The Executive Assistant will collaborate with other team members to provide excellent service to the Member’s constituents and support the Member’s parliamentary responsibilities. As a key operational strategist, the incumbent will be vital in advancing and facilitating the Member’s main objectives and priorities.

Duties and responsibilities

• Manages the Member’s day-to-day planning, prioritization and delivery of operational requirements. Oversees office activities and organizes the workload in continuing support of the Member’s strategic and evolving agenda and objectives, working closely with other staff members to provide a cohesive team approach.
• Provides a comprehensive administrative, casework and research support service. Oversees the preparation of meeting agendas, briefings and reference materials required by the Member for meetings. Ensures that emails, letters and similar enquiries on a range of issues are prepared in a professional, customer-focused manner while briefing and advising the Member on follow-up requirements.
• Oversees the proper prioritization and scheduling of all the Member’s events and intervenes when needed. Maintains a master to-do list of overall activities and ensures all tasks are moving forward and being completed in a timely way.
• Develops a database strategy, making sure that all key stakeholder lists are updated and that all contacts with constituents and key stakeholders are properly recorded in the client relationship management system.
• Establishes and manages processes that enable the effective and timely management, tracking and coordination of all information, requests, correspondence, invitations, etc. received by the Member, ensuring that responses and follow-up reflect the Member’s requirements and tie into ongoing quality control and key objectives related to outreach, stakeholder relations and communications.
• Provides direction to all staff and interns and serves as liaison between the Member and staff where necessary, particularly in day-to-day problem-solving and troubleshooting.
• Manages all budgeting and finances for the Member while ensuring that House of Commons rules and policies are strictly followed.
• Assists in hiring and training new employees, ensuring all staff are properly trained on an ongoing basis.
• Represents the Member professionally and effectively in dealings with the media, constituents, key stakeholders and other outside bodies.
• Performs other related duties within the scope of the position.

Swing duties

• Leads the conduct of research to assist the Member in preparing for speaking events. Provides guidance and reviews proposed remarks or speeches prepared for the Member. Attends events and supports the Member, as required.
• Provides leadership in developing and implementing an outreach strategy in line with the Member’s key goals for developing linkages with various community groups and conducts environmental scans to identify opportunities for the Member’s engagement and public relations through various events and communications initiatives.
• Advises the Member on policy and strategy elements of all documents relating to and in support of the Member’s effective participation in the House.

Knowledge, skills and abilities

• Knowledge of Office Administration: Proficient in office administration methods, processes, and practices, including policies on human and financial resources, with strong skills in Microsoft Office Suite.
• Information Management: Knowledge of processes, methods, and systems that support information management.
• Political and Global Awareness: Deep interest in Canadian politics and awareness of current global issues.
• Multitasking and Project Management: Ability to establish and manage multiple priorities, meet strict deadlines, and work independently to efficiently manage multiple concurrent projects in a high-stress environment.
• Interpersonal Skills: Tact, diplomacy, a high degree of discretion, and exceptional skill in building and maintaining work relationships with internal and external clients.
• Research and Analysis: Ability to research, analyze, and synthesize complex findings within a short time frame.
• Organization and Attention to Detail: Excellent organizational skills and ability to set priorities with keen attention to detail.
• Social Media Engagement: Ability to actively engage in social media.
• Communication Skills: Exceptional verbal and written communication skills.
• Education and experience
• Experience in progressively senior positions managing staff and resources with a commitment to outstanding service.
• University degree in business administration or another similar field OR an acceptable combination of education, training and relevant experience.

Benefits and Requirements

• A competitive compensation package.
• Travel will be required, including the ability to work flexible hours.
• A valid driver’s license and access to a vehicle is required.

If you are a dedicated professional with a passion for public service and a desire to make a meaningful impact, we invite you to apply for this exciting opportunity. Please apply online in confidence at https://jumpcareers.ca/bullhorn/#/jobs/1274.
For more information, please contact:
Jacqui Janes | Recruiter & Sales Specialist | jacqui@highertalent.ca
Higher Talent | https://highertalent.ca/
At Higher Talent, we recognize the value of diversity and are committed to making intentional steps toward building inclusive teams that better reflect the communities Higher Talent and the organizations we serve operate within. We believe that inclusion is not just about making room at the table but about seeking out talent through a diversity lens and letting everyone know that their unique perspectives are important contributions to building stronger workplaces in a changing world. We encourage all qualified candidates to apply for our posted positions. We welcome candidates to self-identify or make our recruitment team aware of any potential accommodations they may need during the recruitment process. This opportunity is only available for candidates legally entitled to work in Canada. We thank all applicants for their interest, however, only those candidates being considered for an interview will be contacted.

Higher Talent Inc.