Executive Assistant to The CEO

4 days ago

London, Canada LONDON PUBLIC LIBRARY Full time

LONDON PUBLIC LIBRARY is looking for a talented individual to join our team as**:
**Executive Assistant to the CEO**
- This is a Permanent Full-Time opportunity._

**Duties**

The Executive Assistant to the CEO & Chief Librarian (CEO) provides complex, comprehensive and confidential executive support to the CEO, Executive Team (ET), members the Library Board (Board) and the Organization as whole to assist in successfully achieving governance and organizational oversight of the Library.

**Responsibilities**
Support to CEO and Board (Appx 40%)
- Assists the CEO and Board in successfully achieving governance, financial and organizational oversight of London Public Library.
- Coordinates onboarding of new Board members. Supports the CEO with Board orientation and education. Maintains the "Board Orientation Manual" and coordinates Board attendance at conferences, workshops and events.
- Guides and Facilitates the development of and cyclical review of Board policies and communication/distribution of policy updates.
- Organizes and participates in preparation and distribution of Board and Board Committee meeting schedules, agendas, minutes, reports, etc. Ensures set up of meeting room/technology and food/beverage services for in-person meetings.
- Attends all Board meetings and Board Committee meetings and acts as Secretary to the Board as delegated by the CEO in accordance with the Public Libraries Act of Ontario and prepares documents such as correspondence, reports, agendas, and minutes.
- Ensure all Board meetings and Board Committee meetings are conducted in accordance with relevant governance and procedural standards.
- Supports the CEO and Board with legislative compliance (Public Libraries Act, etc.)
- Supports the work of the Historic Sites Committee of the Library Board. Organizes and participates in preparation and distribution of meeting schedules, agendas, minutes, reports, etc.
- Plans and coordinates Board-sponsored special events and functions;
- Coordinates all aspects of Board Member and CEO attendance at library conferences or other events.
- Arranges all meetings between the CEO/Board and government officials and community leaders
- Responsible for tracking Council and Council Committee agendas and minutes and identifying pertinent information to share with the CEO and the Board
- Provides administrative assistance to the CEO
- Undertakes relevant research, as required
- Prepares and processes purchase orders, invoices and cheque requests as required.

System Support (Appx 40%)

Records Management
- Oversees management of the Library’s Corporate Records Management model: inputting of data/records into records management software; maintaining filing classification system; doing content inventory; preparing records for storage; retrieving records as required; and withdrawing / deleting records according to Library retention and disposition schedules. Responds to internal information enquiries and provides support to staff in the use of the Library’s records management system.
- Oversees transition from hard copy to digital retention and overall revision of the Library’s retention schedule
- Handles records management functions related to Library deeds, contracts and other legal instruments.
- Handles all records management functions relating to the Library Board including policies, minutes of meetings, correspondence, etc.
- Maintains accurate and secure files and records, including confidential records, that are organized for easy access.
- Supports Finance and Human Resource in maintaining confidential documentation as per the retention schedule

Statistical Gathering and Reporting
- Responsible for assisting in the gathering and maintaining all system-wide statistics from various internal and external resources and assisting the CEO in developing reports for the Board and staff
- Responsible for the gathering and submission of statistics and/or statistical reports required by the Province of Ontario and other governments or partnerships
- Assist in the coordination of the statistical data for an annual update of branch profiles
- Assists Marketing & Communications in populating informational sheets for public distribution
- Communication with government Officials and City Employees Maintain a list of contacts and stakeholders for various organizations (Pillar, Arts Council etc.)

Legislative Compliance
- Ensures that the all organizational AODA requirements are being met, including working with members of Management and staff to perform an annual update of the Library’s Accessibility Plan
- Assist Human Resources with organizing AODA Training and ensuring that all training formats are ADOA compliant (physical, cognitive, auditory, and visual needs).
- Assist with responding to Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) request. Maintains all documentation.
- Assists with responding to requests from the Office of the Information and Privacy Commissioner of

  • Executive Assistant to CEO

    3 months ago

    London, Canada Premier BCG Full time

    Responsibilities: - Provide high-level administrative support to the CEO - Manage and maintain the CEO's schedule, including arranging meetings and appointments - Coordinate travel arrangements and itineraries for the CEO - Prepare and edit correspondence, communications, presentations, and other documents - Conduct research and compile data for various...

  • Executive Assistant to The CEO

    3 months ago

    London, Canada FoodFund Canada Full time

    **Company Introduction**: Odd Bunch is a rapidly growing company on a mission to reduce food waste and make groceries more affordable for Canadians. We source cosmetically imperfect or surplus produce and deliver it directly to households through a subscription-based service. Our innovative approach not only helps to divert waste but also makes a significant...

  • Executive Assistant to CEO

    5 months ago

    London, Canada Nexpharma Full time

    We are currently seeking a Full Time Executive Administrative Assistant to the CEO of Nexpharma: - University or college degree - Excellent attention to detail and accuracy - Must be organized - Excellent customer service - Excellent knowledge of Excel and MS Word - Strong Math Skills - Must be professional in appearance - GMP knowledge is an...

  • Executive Assistant

    5 months ago

    London, Canada Doctors Vision Group Full time

    The Executive Assistant is a side arm to the CEO. They will handle administrative duties will assist the CEO in his ability to focus on the business and other intiatives. The successful applicant will be managing the CEO’s schedule, triaging correspondence, coordinating travel plans, setting up personal appointments, and arranging douments and...

  • Executive Assistant

    4 weeks ago

    London, Canada Roo & You Full time

    About Roo & You:At Roo & You, we’re dedicated to making family life more enjoyable through our innovative and fun products. As a vibrant startup, we’re all about creativity, collaboration, and supporting each other. We’re on the lookout for a dynamic Executive Assistant who is ready to jump into the heart of our growing organization and help us keep...

  • Executive Assistant

    3 weeks ago

    London, Canada Roo & You Full time

    About Roo & You: At Roo & You, we’re dedicated to making family life more enjoyable through our innovative and fun products. As a vibrant startup, we’re all about creativity, collaboration, and supporting each other. We’re on the lookout for a dynamic Executive Assistant who is ready to jump into the heart of our growing organization and help us keep...

  • Executive Assistant

    4 weeks ago

    London, Canada Roo & You Full time

    About Roo & You:At Roo & You, we’re dedicated to making family life more enjoyable through our innovative and fun products. As a vibrant startup, we’re all about creativity, collaboration, and supporting each other. We’re on the lookout for a dynamic Executive Assistant who is ready to jump into the heart of our growing organization and help us keep...

  • Executive Assistant

    3 weeks ago

    London, ON, Canada Roo & You Full time

    About Roo & You:At Roo & You, we’re dedicated to making family life more enjoyable through our innovative and fun products. As a vibrant startup, we’re all about creativity, collaboration, and supporting each other. We’re on the lookout for a dynamic Executive Assistant who is ready to jump into the heart of our growing organization and help us keep...

  • Executive Assistant

    3 weeks ago

    London, ON, Canada Roo & You Full time

    As a vibrant startup, we’re all about creativity, collaboration, and supporting each other. We’re on the lookout for a dynamic Executive Assistant who is ready to jump into the heart of our growing organization and help us keep the wheels turning smoothly. Are you ready to be at the core of a high-growth organization, supporting our CEO and executive...

  • Executive Assistant

    3 weeks ago

    London, ON, Canada Roo & You Full time

    About Roo & You: At Roo & You, we’re dedicated to making family life more enjoyable through our innovative and fun products. As a vibrant startup, we’re all about creativity, collaboration, and supporting each other. We’re on the lookout for a dynamic Executive Assistant who is ready to jump into the heart of our growing organization and help us keep...

  • Executive Administrative Assistant

    3 months ago

    London, Canada YMCA of Southwestern Ontario Full time

    Join the YMCA Team! Be the Spark! Join our passionate team and be the spark that ignites the potential in others. YMCA of Southwestern Ontario is one of the largest not-for-profit providers of licensed child care in Canada, offers settlement services to newcomers to Canada, operates 2 overnight camps and 15 Health & Fitness branches across Southwestern...

  • Personal Assistant

    3 months ago

    London, Canada Pop-Up Giant Full time

    Job Title: Personal Assistant to CEO Location: London, Ontario About the Company: We are a warehouse sale company that specializes in offering discounted designer clothing, shoes, and accessories to our customers. We pride ourselves on offering a wide selection of merchandise at unbeatable prices. We are seeking a personal assistant to support our CEO in...

  • Executive/personal Assistant

    3 months ago

    London, Canada SLEEGERS Engineered Products Inc. Full time

    **About Us** SLEEGERS Engineered Products Inc. is a leading North American supplier of engineered solutions for the pressure vessel and propane industries. We design and manufacture a variety of products including propane motor fuel tanks, commercial and industrial pressure vessels, and automated propane cylinder vending kiosks. Founded in 1963 and based...

  • Executive Assistant

    4 months ago

    London, Canada Buss Business Solutions Full time

    ''' **Duties**: - Provide high-level administrative support to executive - Manage executive calendars, including scheduling and coordinating meetings, appointments, and travel arrangements - Prepare and edit correspondence, reports, and presentations - Conduct research and compile data for various projects - Coordinate and prioritize incoming requests and...

  • Executive Vice President, Operations

    1 week ago

    London, ON, Canada Doctors Vision Group Full time

    We are a dynamic network of nine optometric clinics dedicated to providing exceptional eye care services across Ontario. Our commitment to excellence, patient-centered care, and innovation drives us to continually improve and expand our services. We are looking for a results-oriented Chief Operating Officer (COO) to join our executive team and lead our...

  • Executive Assistant

    3 months ago

    London, Canada Aspire Food Group Full time

    **Job Description: Executive Assistant** **Company Overview: Aspire Food Group** At Aspire we are pioneers in the field of precision insect farming, optimizing the growth and harvesting of an underutilized natural resource to meet global demand for sustainable ingredients and materials. Our vision is **A WORLD TRANSFORMED BY INSECT TECHNOLOGY!** Our...

  • Executive Assistant

    3 months ago

    London, Canada King's University College Full time

    The Executive Assistant will: - Provide high-level confidential executive and professional administrative support to the Vice-President, External Relations. - Act as the main contact to external leaders (government, donors, partners), senior executives, employees and international stakeholders, the incumbent will actively enhance both the Vice-President's...

  • Executive Assistant

    3 months ago

    London, Canada Sle-co Plastics Full time

    **About us** Sle-co Plastics is a medium business in London, ON N5Y 5B8. We are professional, agile, and innovative. Our work environment includes: - Modern office setting - Growth opportunities - Wellness programs **Responsibilities**: - Manage and coordinate executive calendars, meetings, and travel arrangements. - Provide administrative support to...

  • Executive Assistant

    3 weeks ago

    London, Canada Roo & You Full time

    About Roo & You: At Roo & You, we’re dedicated to making family life more enjoyable through our innovative and fun products. As a vibrant startup, we’re all about creativity, collaboration, and supporting each other. We’re on the lookout for a dynamic Executive Assistant who is ready to jump into t

  • Executive Team Administrative Assistant

    4 months ago

    London, Canada Atlohsa Full time

    Salary: $60, 000.00 Executive Team Administrative Assistant Atlohsa Native Family Healing Services is seeking a motivated and dynamic individual to fill the role of** Executive Team Administrative Assistant** at our office located at 343 Richmond Street, London, ON. **Basic Requirements**: The Administrative Assistant must possess a formal post-secondary...