Executive Assistant to CEO and Corporate

4 days ago

Guelph, Canada Ontario School Boards' Insurance Exchange Full time

**EXECUTIVE ASSISTANT TO CEO AND CORPORATE COMMUNICATIONS LEAD**

**ABOUT OSBIE**:
The Ontario School Boards’ Insurance Exchange (OSBIE) is a non-profit insurance company, with headquarters in Guelph, providing commercial lines of insurance to the school boards of Ontario. We classify ourselves as a boutique insurance company with a highly qualified and close group of employees.

At OSBIE we foster a customer-focused culture and have great people working here, helping us ensure we provide excellent service to our subscribers. Our people are our greatest asset and at OSBIE we aim to provide work/life balance with hybrid work arrangements and a sense of community with a variety of social settings and events that promote a collaborative and connected work environment.

**ABOUT THE ROLE**:
Reporting to the Chief Executive Officer (CEO) the Executive Assistant (EA) is responsible for all duties relating to planning and organizing the CEO’s schedules, assisting with their work with the Board of Directors, and providing all administrative assistance to support the CEO. The EA should be a self-motivated individual with the ability to multitask and perform all duties with mínimal supervision and is responsible for assessing the needs of the CEO and executing their responsibilities in a professional manner. This position also supports the administrative needs of the Board of Directors of the organization.

Working with the CEO as the primary individual responsible for corporate communication, you will develop, design and lead the organization’s communication strategy with respect to the organization’s website, social media accounts, promotional marketing and ESG initiatives. As the Corporate Communications Lead you will be responsible for all aspects of internal and external communication stemming from the office of the CEO.

The EA will execute the responsibilities of the position with the strictest of confidentiality.

**EXECUTIVE ASSISTANT RESPONSIBILITIES**
- Provides administrative support to the CEO.
- Responsible for the CEO’s schedule and travel arrangements with respect to conference, hotel bookings, etc.
- Manages meeting logistics (meeting venues and space, meals and refreshments, team building activities, off site dining) for meetings organized by the CEO.
- Prepares materials for all meetings as requested by the CEO. Consolidates board meeting packages and ensures distribution to the appropriate recipients.
- Sets up and attends meetings and assumes responsibility for in-person or virtual meetings which includes agenda preparation and minute-taking.
- Prepares expense claims for the CEO and follows-up to ensure timely processing.
- Coordinates Management Team meetings and takes minutes and manages action/bring-forward items.
- Administers Board of director surveys and provides summaries for review.
- Tracks and facilitates Board of Directors compensation.
- Responsible for executive-level communication with and on behalf of the Board of Directors

**CORPORATE COMMUNICATIONS LEAD RESPONSIBILITIES**
- Develops and writes corporate communications and marketing materials with respect to company website, social media accounts, promotional events, Board of Directors communication to the membership, and coordination of OSBIE’s annual report.
- Ensures all corporate communications and marketing material align with the OSBIE brand.
- Works with the CEO to develop a corporate communication budget.
- Tracks analytics where required.
- Develops an annual corporate communications strategy using the various communication channels.
- Maintains digital media archives.
- Works with the Business Continuity Team to develop escalation protocols for managing communications crises should they arise.

**QUALIFICATIONS**

**MINIMUM EDUCATION/EXPERIENCE REQUIREMENTS**
- Post-secondary degree or diploma in business administration and/or communications (or equivalent)
- 5-7 years’ experience as an executive assistant to executive leadership
- A combination of education and experience will be considered.

**SKILLS AND COMPETENCIES REQUIREMENTS**
- Advanced organizational skills.
- Advanced interpersonal skills with the ability to be tactful, diplomatic and discreet.
- Excellent written and oral communication skills.
- Advanced problem-solving skills and ability to multitask.
- Ability to work under strict deadlines.
- Ability to work independently, comfortable with changing priorities and able to work effectively and efficiently under pressure.
- Advanced communication (written and oral) skills.
- Advanced computer skills (MS Word, Excel, PowerPoint, Acrobat, Zoom, MS Teams, SharePoint).
- Knowledge of social media strategies and best industry practices.
- Creative, innovative and detail oriented.
- Excellent work ethics.
- Availability to travel, when required.

**Benefits**:

- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site gym
- Tuition reimbursement
-

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