Executive Assistant - Permanent - Full Time - Days

Northwood


Date: 2 weeks ago
City: Cowes
Contract type: Full time
Department: Administration

Effective: Immediately

Hours: 80 hours bi-weekly (8 hour shifts)

Reporting to the President & CEO

Responsibilities

  • Responsible and accountable to provide confidential and executive level administrative and secretarial support to the President & CEO, Northwood Board of Governors (including Committees of the Board), partner organization Boards as required, and the Leadership Team.
  • Relieves the President & CEO and Corporate Leadership Team of administrative details through problem solving and independent action.
  • Administration Office management
  • Coordinates project based work, special events, forums, Board meetings and events, annual general meetings, etc in accordance with protocols (Regulatory, Bylaws, Past Practice)
  • Adheres to compliance with rules and regulations, by-laws and Articles of Association regarding all Board and Board committee matters and ensures the confidentiality of information.
  • Maintains Board Shared Drive and Contract database.
  • Supports the completion and submission of required regulatory reports.
  • Ensures that all correspondence for the CEO, Board Chair, and others is appropriate and supported by the necessary backup information
  • Establishes and maintains incoming/outgoing correspondence, administrative policy, and other manuals, records, and filing systems to ensure efficient storage and retrieval of information
  • Manages, adjusts, and maintains CEO schedule including appointments, travel, education, presentations, etc.
  • Performs daily Human Resource management functions for reporting positions; e.g. hiring, coaching and mentoring, performance appraisals, attendance management, etc.
  • Performs daily Human Resource management functions (e.g. hiring, coaching, and mentoring, performance appraisals, attendance management, etc.)
  • Attends meetings, forums, and special events to record information and draft correspondence as required and identify required to follow up
  • Drafts correspondence, and prepares reports, presentations and other required documents ensuring accuracy, confidentiality, and a high standard of detail
  • Data analysis utilizing current programs and technology in the recording, filtering, sorting, and manipulation of data.
  • Solicits information and conducts basic research on topics emanating from meetings or as directed by senior staff
  • Develops and maintains communication links with multiple internal and external clients
  • Participates in organizational learning and change
  • Participates in the development, implementation, and evaluation of departmental operational plan, goals and objectives
  • Performs other duties as required

Qualifications

  • Bachelor’s Degree or Diploma in Business/Administrative Support
  • Minimum of 5 years of relevant executive support experience required, preferably in a non-profit organization
  • Minimum of 2 years of supervisory experience
  • Experience providing administrative support to a Board of Governors required
  • Advanced computer proficiency and working knowledge of word processing, database, spreadsheet, calendar and meeting management, and library retrieval systems required
  • Experience in a unionized environment considered an asset
  • Experience in long term care and/or homecare setting considered an asset
  • Advanced Knowledge of Microsoft Office suite of applications, Adobe Acrobat, Share Point, Social Media platforms
  • Leadership Development training an asset
  • Demonstrated ability to develop and maintain a network of professional contacts
  • Ability to demonstrate professionalism in all interactions
  • Ability to maintain the confidentiality of sensitive information
  • Ability to work independently and as part of a team
  • Ability to manage demanding workloads
  • Ability to work under pressure and time constraints
  • Knowledge of the following:
    • Carver Model of Board Governance
    • Robert’s Rules of Order
    • Technology databases
  • Strong interpersonal, verbal, and written communication skills
  • Ability to multi-task while working to meet tight deadlines
  • Demonstrated ability to attend work on a regular and consistent basis
Salary: As per the Northwood Scale

Applications: Internal applications can be submitted online through the Northwood Hub. A resume is required when applying for this position.

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