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Strategic Operations Assistant

3 months ago

Burlington, Ontario, Canada HEALTH FIRST NETWORK Full time

HEALTH FIRST OVERVIEW


Founded in 1999, Health First Network is North America's largest group of independent natural health and wellness retailers whose first love is to help people in their communities live healthier lives.


Our network was inspired by a desire to collaborate with other locally owned and operated retailers across Canada who share a common belief that people, community, the environment, and natural health and wellness come first.


The Member Retailers of Health First Network are the heart and soul of natural health and wellness in their communities.

They offer trusted neighbourhood places for education, personalized advice, and comprehensive natural health solutions to help Canadians optimize their health.

We cannot achieve our lofty goals without partnering with Canada's top natural health food and supplement brands. Health First Network embodies the bond between our Member Retailers, Brand Partners and Canadian communities.


Together, we bring the highest quality natural health foods and supplements to our fellow Canadians who believe in the power of natural solutions to maintain a lifetime of good health.

We indeed are "One Big (Canadian) Family".


Health First Network is for you if you believe in supporting your health with natural solutions and shopping in independent, locally-owned health and wellness stores.


ROLE


The Strategic Operations and Board Governance Specialist is a key role designed to support the CEO and the board of directors in steering the company toward its strategic goals.


This role combines the operational excellence and strategic support of a Strategic Operations Specialist (EA/VA) with the governance and secretarial duties of an Assistant Board Secretary, ensuring the company operates within its governance framework while pursuing operational and strategic excellence.


RESPONSIBILITIES

Strategic and Operational Support:

Facilitates administrative duties of strategic planning meetings, manages operational scorecards and meeting follow-ups, and integrates advanced technology solutions, including AI advancements, to enhance company operations and minutes.


Board Governance and Secretary Duties:
Organize and attend board meetings, draft agendas, record minutes, and maintain corporate records. Ensure governance policies are reviewed regularly as per the workplan and oversee the board planning calendar.

Technology and Communication Tools:
Utilize Microsoft To Do, Microsoft Systems, Hubspot, Slack, and maintain board portal efficiency. Ensure all approved policies and mandates are accessible through the company's internet/intranet sites.

Administrative and Legal Support:

Coordinate administrative support for directors, manage external correspondence related to governance matters, and assist in planning annual meetings and director orientation programs.


Stakeholder Engagement:
Maintain updated contact lists for board members and association members. Facilitate effective communication between the board, senior management, and external stakeholders.

RESULTS/EXPECTED ACCOMPLISHMENTS

Operational Excellence and Strategic Alignment:
Achieve seamless integration of strategic goals with operational execution, leveraging technology and innovative practices.

Enhanced Governance and Compliance:

Ensure the board and company adhere to the highest standards of governance and legal compliance, with all duties of the board secretary fulfilled meticulously as per the set work plan.

Administrative in nature and maintain an up-to-date board planning calendar outlining topics for discussion throughout the year.

Effective Communication and Collaboration:
Establish and maintain effective communication channels among board members, senior management, and external parties, enhancing collaboration and decision-making. Ensure Board meeting follow-ups are documented with follow-ups using calendar management skills.

Administrative Efficiency:

Deliver administrative excellence, ensuring all CEO and board-related activities are organized and executed efficiently, with comprehensive support provided to both the board and primarily the CEO.


REQUIREMENTS

Governance Knowledge:
Understanding of board roles, responsibilities, and best practices in either nonprofit or corporate governance.

Strategic Planning and Operational Management:
Experience managing meetings and operational scorecards. All training will be provided for Scalable.

Technological Proficiency:
Expertise in managing and utilizing Microsoft To Do, Microsoft Systems, Hubspot, Slack, and board portals. Openness to aggressively learn and deploy advancements in AI technology.

Exceptional Administrative Skills:
Demonstrated ability in agenda management, minutes recording, and maintaining up-to-date legal and governance documentation.

Leadership and Communication:
Proven ability to effectively communicate with and support senior leaders, board members, and external stakeholders. Strong leadership skills