Executive Assistant - Permanent - Full Time - Days
Administration/ Clerical - Full-time, Permanent
Competition #: A01-25EXT
Posted: January 6, 2025
Closes: January 20, 2025 at 11:59 pm Atlantic Standard Time
Location: Northwood Corporate Office
Job Type: Full-time Permanent
Schedule: Day
Department: Administration
Effective: Immediately
Hours: 80 hours bi-weekly (8 hour shifts)
Reporting to: President & CEO
Responsibilities:
* Provide confidential and executive level administrative and secretarial support to the President & CEO, Northwood Board of Governors, partner organization Boards, and the Leadership Team.
* Relieve the President & CEO and Corporate Leadership Team of administrative details through problem solving and independent action.
* Coordinate project-based work, special events, forums, Board meetings, and annual general meetings in accordance with protocols.
* Adhere to compliance with rules and regulations, by-laws, and Articles of Association regarding all Board and Board committee matters.
* Maintain Board Shared Drive and Contract database.
* Support the completion and submission of required regulatory reports.
* Ensure all correspondence for the CEO, Board Chair, and others is appropriate and supported by necessary backup information.
* Establish and maintain incoming/outgoing correspondence, administrative policy, and filing systems for efficient storage and retrieval of information.
* Manage and maintain the CEO's schedule including appointments, travel, education, and presentations.
* Attend meetings, forums, and special events to record information and draft correspondence as required.
* Draft correspondence and prepare reports, presentations, and other required documents ensuring accuracy and confidentiality.
* Conduct data analysis utilizing current programs and technology in the recording, filtering, sorting, and manipulation of data.
* Solicit information and conduct basic research on topics as directed by senior staff.
* Develop and maintain communication links with multiple internal and external clients.
* Participate in organizational learning and change.
* Participate in the development, implementation, and evaluation of departmental operational plans, goals, and objectives.
* Perform 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.
* Experience providing administrative support to a Board of Governors is an asset.
* Advanced computer proficiency and working knowledge of word processing, database, spreadsheet, calendar, and meeting management 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, and social media platforms.
* Leadership Development training is an asset.
* Demonstrated ability to develop and maintain a network of professional contacts.
* Ability to demonstrate professionalism in all interactions.
* Ability to maintain confidentiality of sensitive information.
* Ability to work independently and as part of a team.
* Ability to manage demanding workloads and work under pressure and time constraints.
* Knowledge of the following:
o Carver Model of Board Governance
o Robert’s Rules of Order
o 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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