Bilingual Administrative Assistant (Associate CEO)

ABOUT US

The Canadian Nurses Protective Society (CNPS) provides legal advice, risk management services, legal assistance and professional liability protection related to nursing practice to over 175,000 eligible Canadian nurses across all Canadian provinces and territories. With the CNPS, you will enjoy a dynamic work environment, a collegial atmosphere and a rewarding career that provides opportunities for contributions at the leading edge of developments in the delivery of health care services in Canada.

SCOPE OF POSITION

The Bilingual Administrative Assistant (Associate CEO) works in partnership with, and reports to, the Associate CEO to effectively prioritize, plan, coordinate and execute the multiple responsibilities and initiatives of the executive office. A self-starter, with careful attention to details, the Bilingual Administrative Assistant (Associate CEO) assists in maintaining dashboards of the CNPS’s leading strategic priorities, initiatives, and deliverables.

The Bilingual Administrative Assistant (Associate CEO) actively contributes to the tracking and updating of project plans, maintains an effective digital filing system, provides administrative support services to the Associate CEO and the CEO when needed, liaises with external stakeholders and internal staff with the appropriate level of formality and confidentiality.

KEY RESPONSIBILITIES

Office management and administrative support for the Associate CEO

• Plan and coordinate the schedule of the Associate CEO;
• Prioritize demands;
• Plan and organize stakeholder meetings;
• Answer and redirect phone calls as required;
• Maintain contact lists;
• Maintain an organized electronic filing system in SharePoint;
• Produce, edit, and proofread documents in both official languages;
• Coordinate travel arrangements;
• Assist with tracking and updating dashboards
• In coordination with the Executive Assistant to the CEO, assist, and support the work of the Board and Annual meetings as requested;
• Perform other administrative support tasks as required.

Project management

• Maintain dashboards of key internal and external priorities and deliverables as directed by the Associate CEO;
• Provide administrative support in the elaboration of workplans;
• Monitor progress and deadlines and advise the Associate CEO accordingly;
• Identify and report relevant developments to the Associate CEO; and,
• Liaise with internal staff and external stakeholders as directed by the Associate CEO to support the realization of the priorities and deliverables.

REQUIREMENTS

• Post-secondary education in business or related discipline (Business Administration and/or Legal Administration preferred) or an equivalent combination of education and experience;
• Minimum of five (5) or more years of experience in a similar administrative capacity, including minimum 2 years supporting senior partner or leadership (VP or C-Suite);
• Professional proficiency in both English and French, written and oral communication;
• High degree of proficiency with office applications, specifically Microsoft 365 Suite (Outlook, Word, Excel, PowerPoint, Planner); virtual meeting platforms (MS Teams, Zoom), and file management/collaboration platforms (SharePoint);
• Synoptic thinker with the ability to analyze data and identify opportunities; and
• Ability and willingness to commute/relocate to Ottawa.

ASSETS

• Legal Administration or Law Clerk experience preferred;
• Experience using databases or customer management systems (Salesforce);
• Knowledge of legal and/or medical terminology.

KEY COMPETENCIES

Communication

• Communicates, both in writing and orally, in a clear, professional, and timely manner;
• Uses effective tools and techniques to communicate information internally and externally;
• Ensures that privacy is respected, and confidentiality is protected in all interactions;
• Anticipates stakeholder needs and adapts messaging and delivery medium accordingly; and
• Has an in-depth understanding of electronic document properties, as well as best practices for their creation and management

Planning, organization, time management

• Identifies priorities and works autonomously;
• Monitors progress and makes necessary adjustments when required; and
• Completes deliverables in a timely manner.

Flexibility, adaptability

• Adapts well to, and welcomes change;
• Thrives in a dynamic and collaborative environment; and
• Receptive to changing priorities and pivots according to new directions.

Attention to detail

• Thoroughly accomplishes tasks with the utmost attention placed on accuracy; and
• Adheres to procedures and standards.

Problem solving

• Recognizes and anticipates implications of various courses of action;
• Gathers and processes relevant information; and
• Proposes solutions-based recommendations.

Teamwork and collaboration

• Works in a cooperative and effective manner with others to set goals, understand problems, and contributes to finding and implementing solutions;
• Is client-focused, both internally and externally; and
• Strives to improve service and processes.

RENUMERATION AND BENEFITS

In 2026, CNPS anticipates significant organizational growth. In this context, CNPS offers a competitive, flexible, and attractive total compensation package that reflects the value and strategic impact of its functions.

For this position, the annual starting salary range is between $55,000 and $65,000. This initial range reflects the expected compensation for candidates who possess skills, strengths, and an experience profile that meet—or exceed—the requirements outlined for this role.

In addition to salary, CNPS offers all team members a comprehensive benefits package. The total compensation program includes, among other things:

• comprehensive health and dental care coverage;
• participation in the Healthcare of Ontario Pension Plan (HOOPP), one of the most advantageous defined benefit pension plans in Canada;
• access to organizational wellness and well-being support programs;
• paid vacation and sick days; and
• access to initiatives promoting work-life balance.

The total compensation program is reviewed annually to ensure its relevance, attractiveness, and competitiveness. CNPS is committed to attracting exceptional talent and is proud to offer highly competitive compensation at all career levels.

HOW TO APPLY

Interested individuals are invited to submit their application to the following address: hr@cnps.ca. We thank all applicants in advance for their interest in CNPS. However, only those candidates selected for an interview will be contacted.

The CNPS welcomes and encourages applications from people with disabilities. Accommodations measures are available on request throughout the selection process.