Executive Assistant

Executive Assistant to the Deputy Director, Collections & Research and Chief Curator  

Job Summary 

 The Executive Assistant to the Deputy Director, Collections & Research and Chief Curator of the National Gallery of Canada, effectively and proactively manages, organizes and coordinates the administrative function of the office Deputy Director, Collections & Research and Chief Curator. Will provide administrative support by preparing and screening all correspondence, arranging travel schedules and meetings, maintaining current files, and organizing the day-to day-operations of the office. Will coordinate Curatorial Acquisition Committees and Board Acquisition Committees and all activities associated with acquisitions of art. Will produce documents for the Board of Trustees and the annual report. Will coordinate meetings, prepare briefing materials and presentations, and take minutes when required. Will prepare agendas, reports and proposals. Will maintain a filing system and provide budget support. Will provide a broad range of administrative and support duties of a highly responsible and confidential nature.  

Requirements 

 Education: 

Post-secondary secretarial or administrative diploma or an acceptable combination of education, experience and training. 

Work Experience: 

• Knowledge of Crown corporation structure, the Treasury Board Secretariat and the Canadian Heritage Portfolio; 

• Three (3) to five (5) years’ work experience as an executive assistant, at an executive level OR a minimum of two (2) years of recent work experience in similar role for a CEO; 

• Three (3) to five (5) years’ work experience in providing financial support and performing budget functions; 

• Two (2) to three (3) years’ experience in a museum/cultural environment an asset 

• Significant experience in developing presentations; 

• Knowledge of Windows applications (Excel, Word, Adobe Pro, PowerPoint, Outlook). 

Skills/Abilities: 

• Strong ability to communicate effectively both verbally and in writing in both official languages; 

• Strong ability to work independently and under pressure, in a fast-paced and high-demand environment, and to prioritize workload as well as meet tight deadlines;; 

• Flexibility, team player, customer and result-oriented, tact, discretion, and confidentiality; 

• Excellent organizational, anticipation and analytical skills; 

• Ability to work well under pressure; 

• Rigorous and attentive to detail; 

• Resourceful and dynamic; 

• Excellent knowledge of the Windows Suite (Excel, Word, Power Point, Outlook); 

• Ideally, knowledge of Mimsy database; 

• Interest in new technologies.  

Condition of Employment 

• Must meet the bilingual requirement to be invited to the interview process. 

• Reliability Status - this factor is not used at the pre-selection stage.  

Additional Information 

• A variety of assessment tools may be used to assess candidates. 

• The National Gallery of Canada is committed to having a skilled, diversified workforce reflective or Canadian Society. As a result, it promotes employment equity and encourages candidates to indicate voluntarily their application if they are a woman, an Indigenous person, a person with a disability or a member of a visible minority group. 

• The Gallery is committed to developing inclusive, barrier-free selection processes and work environment. Alternative selection tool methods and/or reasonable accommodation are available upon request.