Executive Assistant

2 months ago

Winnipeg, Canada Southeast Resource Development Council Corp. Full time

Southeast Resource Development Council (SERDC) is seeking an organized, detail-oriented professional with a passion for providing high-level administrative support to join our team. The Executive Assistant reports directly to the SERDC Executive Director to provide executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external communications on all matters pertaining to the office of the Executive Director. The Executive Assistant also serves as a liaison to the SERDC Board of Directors and senior management team; organizes and coordinates outreach and external relations.

**Duties and Responsibilities**:

- **Executive Support**:

- Provides day-to-day organization and strategic management of the calendar of the Executive Director establishing a balance between meeting and office/work time, determining realistic priorities for meeting requests and allowing sufficient flexibility for shifts in response to the fast paced and continuously changing agenda of the Executive Director.
- Communicates directly and on behalf of the Executive Director with the Board of Directors.
- Research, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director and determines appropriate courses of action, referral and response.
- Provides administrative leadership to build relationships with associated organizations of SERDC and external partnerships.
- Coordinates the Executive Directors travel schedule and complete travel and expense reports on behalf of the Executive Director.
- **
Administrative Support**:

- Working closely with the Executive Director providing administrative support and coordination for confidential correspondence, proposals and contracts, reports, and regulatory documents.
- Prepares written materials including drafting letters, correspondence, memos to staff, Board meeting materials and other administrative related documents.
- Prepare agenda and record minutes of management meetings.
- Prioritize conflicting needs, handles matters expeditiously, proactively and follows through on tasks to successful completion and to meeting deadlines. Maintains a master binder of Board and board committee meetings and prepares the new Board Orientation binder and scheduling of new Board members with Executive Director.
- **Governance Support**:

- Provides administrative support, liaison and coordination for Board of Director meetings and other governance committees. This includes canvassing board members to secure quorum for quarterly or special board meeting dates; drafting agendas; coordinating the preparation of reports; providing appropriate information and materials to the board members and guests of the committees; maintaining accurate records of meetings including taking minutes and timely completion within seven working days, preparing correspondence and reports; and tracking and where appropriate acting upon decisions and outcomes.
- Assists and coordinates board member travel and accommodation arrangements and expense reimbursements as needed.
- Familiarity with Board bylaws and policies and adherence with applicable rules regarding board and board committee meetings, including advance distribution of materials before meetings in electronic/paper format.
- **
Communications**:

- Edits and completes first drafts for written communication to external stakeholders.
- Assists in the coordination of annual reports in working with the Communications unit.
- Assists in the Noongom newsletter on administrative related matters.

**Education, Skills, and Experience**:

- ** Education**:

- A relevant university degree or college diploma. An equivalent combination of education and experience may be considered.
- **
Knowledge, Skills and Experience**:

- Five to seven years’ experience providing executive support to a senior leader in a large organization with progressively more responsible roles. Experience working within a First Nations organization is preferred.
- Demonstrated ability to effectively work with decision-makers to achieve solutions to complex problems and sensitive situations.
- Strong written and verbal communication skills and relationship building skills
- Highly motivated and self-directed.
- Ability to work independently.
- Excellent problem analysis and problem-solving skills.
- Demonstrated ability to research, summarize and effectively present information.
- Understand and ability to maintain confidentiality, handle sensitive matters diplomatically and discreetly.
- Ability to think creatively and strategically.
- Strong administrative and organizational skills with demonstrated ability to manage multiple initiatives with tight timelines and competing demands.
- Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint, Adobe Acrobat.

**Conditions of Employment**:

- Must produce a satisfactory Criminal Record Check (including Vulnerable Sector Search).
- Must pr

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