Executive Assistant to CEO

3 months ago

Dartmouth, Canada Northwoodcare Inc. Full time

**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.
- 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
- 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**

**Job Types**: Full-time, Permanent

Pay: $55,952.00-$69,929.60 per year

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- On-site parking
- Store discount
- Vision care

Schedule:

- 8 hour shift
- Day shift

Ability to commute/relocate:

- Dartmouth, NS: reliably commute or plan to relocate before starting work (required)

Work Location: In person

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