Temporary, Family Leave Replacement, Executive

3 weeks ago

North Battleford, Canada North West College Full time

Reporting directly to the President, the Executive Administrative Assistant provides confidential
administrative support to the President and the Board of Governors of the College, and coordinates
the effective operation of the office of the President.

RESPONSIBILITIES

Responsible for monitoring and maintaining the President’s schedule by coordinating meetings
and appointments while also monitoring organizational and staff deadlines, ensuring that the
President is kept informed to allow for appropriate oversight of institutional obligations.
Effectively liaises with management and other staff on matters related to the operation of the
institution consistent with College policy and practice, and the expectations of the President.
Responsible for ensuring the image and professional appearance of the College is
maintained in all correspondence emanating from the President and/or Board.
Ensures that an effective and comprehensive records management system is maintained to
meet organizational needs while maintaining the security and confidentiality essential to this
function.
Prepares (including authoring) correspondence as requested by the President and/or Board
Chairperson.
Responsible for undertaking projects or initiatives in support of the President and/or the Board
as required. This may involve undertaking research and preparing briefing materials for internal
and external consumption.
Serves as the initial contact point to the President and Board for external and internal
individuals and agencies; regularly handling and providing direction on all aspects of regular,
confidential, and sensitive documents for the President and Board.
Assists with the development and monitoring of budgets for the President and Board; including,
but not limited to review of expense claims, honoraria and credit card reports including timely
processing.
Responsible for all travel, lodging, and logístical arrangements for the President, Board
members, and accompanying staff as required.
By position definition or the terms of reference, this position is part of or provides support to a

**number of committees, including, but not limited to**: Executive Management Committee,
Occupational Health & Safety, Battlefords Campus and is a designated member the Board Bylaw
& Policy Review Committee
Leads the planning, organizing and implementation of the Annual Staff Awards Banquet and
ceremonies, the North West College Christmas event, or any other events as directed by the
President.
Responsible for recording the proceedings of all regular and special meetings of the Board,
internal or external, regular and special meetings related to the business of the College and /
or chaired by the President and CEO; and the subsequent preparation of accurate minutes of
these meetings.
Ensures that complete and comprehensive board kits, including appropriate supporting
documentation are assembled and distributed in a timely manner.
Responsible for regular maintenance of the “Board Portal” and other similar corporate
communication venues ensuring all public documents from the Board are posted on a regular
and timely basis.
Provide assistance, when requested, with procedural matters at meetings of the Board.
Provides information technology support to the Board members for their usual activities.
Responsible for maintaining Board Bylaws & Policies and College Administrative Policies &
Procedures ensuring accuracy and consistency.
Responsible for the distribution of all Board Bylaws & Policies and College Administrative
Policies & Procedures in a manner which ensures completeness and accuracy of manuals used,
both in context of hardcopy and electronic forms.
Ensures that procedures are in place for dealing with priority matters in the absence of the
President.
Supervises in-scope clerical staff assigned to the President’s office.
This position is listed as one of the College’s signing authorities. As a signatory, this position is
policies and procedures before affixing such signature.
Performs other duties as assigned by the President and / or the Board of Governors.

QUALIFICATIONS, KNOWLEDGE, SKILLS AND ABILITIES
- A minimum of a recognized diploma in office administration or a related discipline.
- A minimum of five years of practical experience in roles of progressively increasing responsibility; related experience supporting C-suite level executives is strongly preferred.
- A combination of education and relevant experience may be considered.
- Knowledge and experience with Bylaws & Policies for a Board of Governors, parliamentary & protocol procedures, organization administrative policies & procedures, Robert’s Rules of Order or similar procedures, and Collective Bargained Agreements. Demonstrated expertise in all areas of office practices and procedures.
- Strong interpersonal skills that maintain the integrity of the position.
- Superior communication skills, and effective public speaking and public relations skills.
- Demonstrate

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