Executive Assistant to CEO

1 month ago

Dartmouth, Canada Northwoodcare Inc. Full time

**Join the Northwood Team**

Since 1962, Northwood has led the way as Nova Scotia’s most dynamic continuing care organization committed to innovation and change. Northwood is the largest not-for-profit continuing care organization in Atlantic Canada and is recognized both here at home and across Canada as an extraordinary example of the power of social justice, but we like to call it the power of love When life changes, and society changes, Northwood leads the way, incorporating revolutionary designed, responsive care. From new ideas to new technologies, we are empowered to do this, because our focus is on people

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.
- Administration Office management and management of Receptionist staff at all Northwood locations.
- 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**

**Effective**: Immediately
- **Northwood is proud to be an inclusive employer who encourages diverse applicants. We thank all applicants however, only those selected for an interview will be contacted.**_

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

**Benefits**:

- Compa

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