Executive Assistant to The Chief Executive Officer

2 weeks ago

Winnipeg, Canada The Manitoba Museum Full time

**1. General**

Under the general supervision of the Chief Executive Officer (CEO), the Executive Assistant (EA) provides administrative support to the CEO, the Board of Governors of The Manitoba Museum, and the Board of Directors of The Manitoba Museum Foundation. Maintaining and coordinating activities and functions of the CEO’s Office, the EA works in a confidential, self-directed, and independent manner, exercising appropriate judgement, diplomacy, and discretion. Serving in the capacity of Recording Secretary at all meetings of the Board of Governors and committees, as well as various operational committees, the EA is responsible for the maintenance and security of all Board minutes, organizational documentation, governance and institutional policies and procedures, and acts as the Coordinator of The Manitoba Museum’s Annual General Meeting.

**2. Key Accountabilities and Typical Duties**

A. **Priority #1: Support to the CEO**

To provide administrative, research, and planning support to the CEO, including but not limited to drafting written correspondence, coordination and organization of records/files, a compilation of business planning documents, budget monitoring, and meeting preparation, in order for the CEO to effectively execute their role.

i. Provides administrative support to the CEO, managing the CEO’s calendar of meetings and attendance at various internal and external engagements.

ii. Composes and processes correspondence of a highly confidential and/or sensitive nature.

iii. Prepares files for the CEO, ensuring they are provided with all relevant material for upcoming meetings and are well briefed on important organizational matters.

iv. Coordinates data collection, conducts comprehensive research and maintains an extensive filing and records management system for the office of the CEO.

v. Maintains organized, accessible and current filing and record-keeping systems in accordance with applicable standards, policies and procedures.

vi. Provides administrative support to the Directors’ Team in the development of organizational plans; meeting schedules, strategic plans, business plans, and operational plans.

vii. Monitors the office of the CEO budget, Board expenses, etc.

viii. Shadows and supports the CEO at Museum functions, e.g. the yearly Tribute Honouree dinner.

ix. Records Management Team meeting notes, prepares agendas and compiles meeting materials.

x. Contributes as a member of the Social Committee.

B. **Priority #2: Support to the TMM Board of Governors and TMMF Board of Directors**

To act as a liaison and provide administrative and scheduling support to the Museum’s Board of Governors and the Foundation’s Board of Directors, including but not limited to recording and distributing all committee meeting minutes/notes, coordinating the annual meeting schedules, coordinating of Board materials, and drafting of communications as requested, in order for the Board and standing/ad-hoc committees of the Board to effectively execute their mandates.

i. Plans and produces meeting agendas and agenda documents in advance of Board and Committee meetings; coordinates with the Directors’ Team on matters going to the Board for review and approval in a timely manner.

ii. Provides administrative support to the Museum’s Board of Governors and the Foundation’s Board of Directors.

iii. Communicates and conveys important matters to the Museum Board of Governors and Foundation Board.

iv. Composes and processes correspondence of a highly confidential and/or sensitive nature.

v. Records and distributes minutes and other relevant meeting agenda information to appropriate participants in a timely manner as well as maintains official records, Board minute books, files and records.

vi. Establishes annual schedules of Board, Executive, Nominating & Governance, Revenue, Human Resources & Compensation, Finance, Audit, Investment, and Pension Committees meetings including the review and preparation of agendas, a compilation of materials pertinent to the meetings, coordination of relevant divisional submissions, ensuring completeness of all packages.

vii. Arranges the logistics for all meetings, Board gatherings, as well as Board Development workshops.

viii. Produces all correspondence, orientation materials, and information relative to appointed and elected Board members (including bios, terms of office and coordination with the Province on Order-In-Council Appointment expiry/notification).

ix. Researches, gathers, analyses, and compiles data for the Board, Executive, Foundation and CEO; develops timelines, schedules, spreadsheets, templates & tables; and tracks projects and deadlines, as required.

x. In consultation with the CEO, confers with Legal Counsel on matters pertaining to policy interpretation, by-laws, or legislation.

xi. Develops the timeline for the Annual General Meeting to convey to the Membership, including the draft of the Annual General Meeting speaking not

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