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:
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.
#J-18808-Ljbffr
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:
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.
#J-18808-Ljbffr
