Ea to President

**Job Title**:EA to President & CEO

**Reports to**:President & CEO

**Creation Date: January 2024**

**Classification**: Full-time - Remote (Ontario)

**Revision Date**:
**Mandate**

The Executive Assistant to the President & CEO is responsible for providing comprehensive administrative support to ensure the smooth function of the office of the President & CEO. This position also manages projects and supports the Board of Directors, Executive Committee, and assigned Medtech Canada Committees. This dynamic position requires the ability to anticipate needs, think critically and offer solutions to problems with a high level of professionalism and confidentiality.

**Key Accountabilities**
- Provide calendar management for the President and CEO. Prioritize inquiries and requests while troubleshooting conflict; make judgements and recommendations to ensure smooth day-to-day engagements.
- Act as a liaison and provide support to the Board of Directors, Executive Committee, Governance & Nominating Committee, and Succession Planning Committee. Arrange and handle all logistics for meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
- Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
- Deliver notice of Annual General Meeting and proxy; track proxies; prepare reports for the meeting; develop agenda and record meeting minutes.
- Assists with the Board nomination process and orientation of new Board members.
- Coordinate all staff meetings. Schedule all meetings, prepare agendas and record meeting minutes and follow-up as needed.
- Manage membership follow-up for President as applicable.
- Acts as a liaison and provides support to the following committees: Compliance Steering, Compliance, Environmental Protection, Regulatory Affairs, and its sub-committees, plus working groups as needed. Arrange and handle all logistics for meetings; coordinate and manage meeting calendars and dates; draft agendas; conduct committee polls; distribute committee materials and record and distribute meeting minutes.
- Complete a broad variety of administrative tasks that facilitate the President and CEO's ability to effectively lead the organization, including assisting with special projects, collecting & preparing information for meetings with staff, members, and other stakeholders; composing and preparing correspondence; maintaining contact lists and travel arrangements as required.
- Work closely with the President and CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate President and CEO's needs in advance of meetings, conferences, etc.
- Manage the Medtech Canada Code Certified program.
- Provide administrative support to the Nuclear Medicine Alliance Regulatory Affairs members.
- Other projects/duties as assigned for the overall benefit of the organization.
- Provide administrative support to the operations (Ops) team; collaborate with Ops team on projects and initiatives to improve processes.

**Knowledge, Experience & Skills**
- Significant executive support experience, including supporting C-level executives, members, and/or government officials.
- Expert proficiency with Microsoft Office 365; ability to edit presentations and materials.
- Strong verbal and written communication skills.
- Exceptional organizational skills and impeccable attention to detail.
- A high degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders and sponsors.
- Ability to make informed decisions regarding priorities and available time.
- Ability to complete a high volume of tasks or projects with little or no guidance.
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- High level of judgement, integrity, and discretion in handling confidential information.
- Experience supporting a Board of Directors and understanding of the governance of not-for-profit organizations.