Executive Assistant – Permanent – Full Time – Days

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 and management of Receptionist staff at the Dartmouth Coorporate Office
• 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.
• Supervises, schedules, coaches and supports receptionist staff at all locations; 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.

Northwood