Executive Assistant and Governance Coordinator

2 months ago

Richmond Hill, Canada City of Richmond Hill Full time

Posting Id- 2783- Department- Library- Location- RHPL - Central- Schedule- Monday to Friday- Employee Group- RHPL Non Union- Rate of Pay- $82,931.00 - $96,990.00 Annual- Job Type- Permanent Full Time- Replacement/New Position- Replacement- Posting Type- Internal and External- Posting Date- 11/11/2024- Application Deadline- 11/25/2024**Position Summary**:
The Executive Assistant and Governance Coordinator is responsible for providing comprehensive executive level support to the CEO, including oversight of day-to-day operations of the CEO’s Office and support to the Board of Directors. This dynamic position works in a fast-paced environment and mission-oriented culture, and is a key contributor to the success of the administrative team, and therefore the organization. The role requires the ability to anticipate needs, maintain a high level of confidentiality and professionalism, think independently and critically, be an excellent and accurate communicator, and be extremely organized.

**Key Duties and Responsibilities**:

- Support the CEO in their role as Board Secretary and act as the liaison and provide support to the Board of Directors, including: managing the ongoing calendar of Board meetings and content, including maintaining a calendar of policies that need updating; handling all logistics for Board meetings and events; developing, compiling, drafting and distributing agendas, Board reports and Board packages; Board communications; recording minutes at Board and Committee meetings, ensuring they capture the essence of deliberations and highlight decision points and actions; creating and tracking follow-up action items from meetings; filtering and answering public inquiries to the Board; and ensuring consistent compliance with the Public Libraries Act, Board By-Laws, and other legislation and policies regarding Board matters.
- Assist with, and lead, the development of a variety of content related to the CEO Office, including: tracking and maintaining Library Policies index; researching and summarizing topics and documents into briefing notes; completing and filing governance and regulatory reporting obligations (i.e. annual FOI filings); preparing draft reports and presentations; collecting and preparing information for meetings; composing and preparing correspondence; participating in or leading special projects; and proofreading speeches, documents and other materials for accuracy and completeness.
- Act as the primary point of contact for the CEO Office, including: being a bridge for smooth communication on behalf of the CEO, triaging competing demands as necessary; participating in staff initiatives such as the culture committee; demonstrating the leadership, sensitivity and trust expected of the office; and taking a proactive role in supporting the CEO’s ongoing relationship-building efforts with external stakeholders.
- Reflect the culture and values of the organization, as well as consistently maintain a high level of confidentiality and discretion, through all work and communication. Understands the organization’s strategic plan and direction.
- Collaborate with staff on projects and outreach activities as required, and support Board Members and members of the Executive Leadership Team and Management Team as required.
- Act as a back-up to the Finance Administrative Assistant in their absence, which includes financial matters and support related to administration team.
- Other duties as required.

**Duties and Responsibilities Cont'd (if applicable)**:
**Education and Experience**:

- Univesity degree in governance or a related field
- Minimum 6 years of recent or relevant experience

**Required Skills/Knowledge**:

- Significant executive support or program coordination experience.
- Working knowledge of rules of procedure for board meetings or secretariat experience is an asset.
- Experience working with budgets.
- Excellent verbal and written comprehension and communication skills.
- Proven ability to maintain a high level of integrity and discretion handling confidential information.
- Personable relationship-builder with strong political acuity and judgment.
- High degree of professionalism dealing with diverse groups of people, including staff, executive team members, Board members, politicians, partners, and the public.
- Exceptional organizational and time management skills and attention to detail.
- Demonstrated ability to research topics, distill complex information, and produce reports and presentations.
- Ability to complete a high volume of work with accuracy and within deadlines in a fast-paced environment.
- Proven trouble-shooter and problem-solver.
- Natural leader who can inspire while setting clear expectations.
- Expert proficiency with Microsoft Office and generally technologically-savvy.

**Richmond Hill Public Library Values**:

- Accessibility
- Accountability
- Diversity
- Innovation
- Intellectual Freedom
- Literacy and Lifelong Learning
- Respect

**About Richm

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