Executive Assistant to The Chief Administrative
4 weeks ago
**Job Description**:
**What is the Opportunity?**:
The Executive Assistant plays a pivotal role in delivering varied administrative and governance support for the office of the Chief Administrative Officer (CAO) as well as the Board of Directors and committees. This includes strategically managing the CAO’s calendar, coordinating meetings for the Board of Directors and committees, preparing and disseminating meeting materials, and maintaining all corporate books and records. This position requires an individual who has the experience to be able to liaise and communicate effectively with governing boards and senior leadership.
**Main Duties & Responsibilities**:
- Provides direct administrative support to the CAO; this includes maintaining an effective schedule for the CAO, checking and managing the daily calendar for required information and meetings.
- Plans meetings for Board of Directors and committees; this includes coordinating the schedule, preparing and disseminating materials, and ensuring logistics are planned and executed (e.g., facility bookings, catering arrangements).
- Supports CAO’s preparation for board meetings, managing board submissions, providing official minute recording, communicating decisions, and providing liaison services between the CAO, Board of Directors, and committees.
- Maintains all corporate books and records, including minute books.
- Maintains confidence for the CAO and Board of Directors’ operations.
- Continually seeks ways to evolve and improve the efficiency of the CAO’s administrative procedures to enhance office and governance operations.
- Provides support and coverage for the CEO’s Executive Assistant and any other Executives due to absences (i.e., vacation or travelling in different time zones).
- Performs other related duties as required.
**Job Requirements**:
**What We're Looking For**:
- A minimum of 10 years of administrative experience in a corporate environment is required. Experience as an executive assistant is preferred.
- Post-Secondary degree or diploma in Business or Office Administration, or in another related discipline; or an equivalent combination of education and experience.
- Strong knowledge of board and governance operations, procedures, and best practices.
- Exceptional organization and time management skills to manage multiple or shifting priorities in a fast-paced working environment.
- Strong interpersonal and verbal communication skills with the ability to develop productive and positive working relationships with a variety of peers and stakeholders.
- Ability to anticipate issues and initiate appropriate action.
- Solid management skills with the ability to work independently with mínimal supervision.
- Excellent written and verbal communication skills with a keen attention to detail.
- Operates with tact and discretion, always utilizing sound judgment, with the ability to assess the priority and sensitivity of confidential information.
- Demonstrated financial acumen.
- Event management experience is beneficial, including coordinating logistics and travel.
- Experience overseeing budget and expenses is considered an asset.
**Additional Information**:
- A part-time position that requires a commitment of 2 days per week for in-office support.
- Office environment with occasional requirements to work outside of regular office hours (e.g., assisting with evening events).
- Works with tight deadlines.
- Works with confidential matters and data.
- Sits for extended periods with significant computer use.
**How to Apply**:
The RCM is committed to fostering an inclusive, equitable and accessible workplace. In accordance with the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act, 2005, and the RCM’s Anti-Racism, Access and Equity Policy, accommodation will be provided at any stage of in the recruitment and selection process. Applicants are asked to make their accommodation needs known when they have been contacted for an interview.
The RCM thanks all applicants for their interest in this position; however, only those selected for an interview will be contacted.
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