Executive Assistant to the Executive Director

Schedule of Duties: Executive Assistant to the Executive Director & Board Liaison

This role provides high-level administrative, organizational, and governance support to the Executive Director and the Board of Directors, ensuring smooth operations, compliance with legal and organizational standards, and effective governance.

I. Support to the Executive Director (ED):

- Calendar Management:

- Proactively manage and maintain the ED's complex calendar, including scheduling internal and external meetings, appointments, and travel.

- Anticipate scheduling conflicts and proactively propose solutions.

- Correspondence and Communication:

- Draft, edit, and proofread professional correspondence, reports, presentations, and other documents on behalf of the ED.

- Screen and prioritize incoming emails and phone calls, responding or routing as appropriate.

- Prepare briefing materials and summaries for the ED ahead of meetings and engagements.

- Maintain confidential files and information with a high degree of discretion and in accordance with applicable privacy legislation (e.g., Nova Scotia Freedom of Information and Protection of Privacy Act).

- Meeting Support (for ED's internal and external meetings):

- Coordinate logistics for meetings, including booking rooms, setting up technology, and arranging catering.

- Prepare and distribute agendas and supporting materials in advance.

- Take notes or informal minutes as required.

- Track action items and follow up to ensure timely completion.

- Travel and Expense Management:

- Arrange comprehensive travel itineraries (flights, accommodation, ground transportation) for the ED.

- Process and reconcile expense reports in a timely and accurate manner, ensuring compliance with AHANS's financial and reimbursement policies.

- Special Projects and Research:

- Conduct research and gather information to support the ED's initiatives and projects.

- Assist with the preparation of grant applications, reports, and other strategic documents.

- Support the ED in developing and maintaining relationships with key stakeholders.

II. Support to the Board of Directors (Governance Activities):

- Meeting Coordination and Logistics:

- Collaborate with the Board Chair and ED to develop and finalize board meeting agendas.

- Prepare comprehensive board packages, including agendas, minutes from previous meetings, reports, financial statements, and any other relevant documents.

- Distribute board packages electronically (and/or physically, if required) to board members well in advance of meetings, adhering to bylaw timelines.

- Schedule and coordinate all board and committee meetings (e.g., Finance, Governance, Construction), including virtual meeting platforms, room bookings, and catering.

- Manage meeting invitations and track attendance.

- Minute Taking and Record Keeping:

- Attend all board and relevant committee meetings to accurately record detailed minutes that reflect discussions, decisions, and action items.

- Transcribe, finalize, and distribute meeting minutes in a timely manner for review and approval.

- Maintain the official minute book and other corporate records (e.g., bylaws, policies, resolutions) in an organized and secure manner, ensuring easy retrieval.

- Ensure all board documents comply with legal, organizational, and regulatory requirements (including the Nova Scotia Societies Act).

- Organizational Compliance:

- Monitor and track all legal, regulatory, and statutory filing deadlines for the organization (e.g., annual reports to government agencies).

- Assist with the preparation and submission of required compliance documentation.

- Maintain an up-to-date register of board members, including their terms, contact information, and declarations of interest.

- Ensure the organization's bylaws and governance policies are readily accessible and adhered to.

- Assist the board in upholding principles of good governance, transparency, and accountability.

- Board Communication and Liaison:

- Serve as a primary point of contact for board members, responding to inquiries and facilitating communication between the board, ED, and staff.

- Disseminate important information and updates to board members in a timely fashion.

- Assist with the onboarding and orientation of new board members, providing them with necessary documentation and information.

- Support the board in maintaining a current policy manual.

- Track board member attendance and follow up on any outstanding action items assigned to board members.

- General Governance Support:

- Assist with board evaluations and strategic planning sessions.

- Support the Board Chair in fulfilling their duties.

- Undertake special projects related to governance and board development as requested.

Essential Skills and Qualifications:

- Education:

- A post-secondary degree or diploma in Business Administration, Office Administration, Legal Administration, or a related field is preferred.

- Equivalent experience combined with relevant certifications will also be highly valued.

- Experience:

- Proven experience (typically 3-5+ years) in an executive administrative support role, specifically supporting senior leadership and/or a Board of Directors, preferably within a non-profit or similar governance-focused environment.

- Demonstrated experience in formal minute taking for formal meetings.

- Key Skills:

- Exceptional Organizational Skills: Meticulous attention to detail, ability to manage multiple priorities, and strong time management.

- Excellent Communication Skills: Superior written and verbal communication, including drafting professional correspondence and clear, concise minutes.

- Discretion and Confidentiality: Ability to handle sensitive and confidential information with the highest level of integrity and professionalism.

- Proactivity and Initiative: Anticipate needs, take initiative, and work independently with minimal supervision.

- Technological Proficiency: Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience with virtual meeting platforms (e.g., Zoom, Teams). Familiarity with board management software (e.g., Boardable, Diligent) is a significant asset.

- Interpersonal Skills: Strong ability to build rapport and work effectively with diverse individuals, including board members, senior leadership, staff, and external stakeholders.

- Problem-Solving: Ability to identify issues and propose effective solutions.

- Knowledge of Governance: Understanding of non-profit governance principles, bylaws, and compliance requirements, specific knowledge of the Nova Scotia Societies Act is an asset.

Certificates and Professional Development:

- Governance-Specific Certifications:

- Certificate in Nonprofit Board Education (BoardSource): This program provides a comprehensive understanding of nonprofit governance, roles, and responsibilities.

- Directors' Education and Accreditation Program (DEAP) or International Qualifying Program (IQP) (Chartered Governance Institute of Canada - CGIC): These programs offer in-depth knowledge of corporate governance, compliance, and boardroom dynamics, highly relevant for board support roles. While often aimed at directors, the content is invaluable for governance professionals.

- Administrative Professional Certifications:

- Certified Administrative Professional (CAP) (International Association of Administrative Professionals - IAAP): This certification demonstrates a high level of administrative competence and professionalism.

- Legal/Paralegal Studies (focus on corporate/non-profit law): While a full degree might be excessive, courses or certificates in legal administration or corporate law can provide valuable knowledge regarding compliance and record-keeping.

- Minute Taking Courses/Workshops: Specialized training in effective minute taking can ensure accuracy, conciseness, and legal defensibility of meeting records.

- Project Management Fundamentals: Understanding basic project management principles can be beneficial for supporting the ED and board on various initiatives.

Employment Standards and Compliance:

This position is classified as administrative and professional and is generally exempt from overtime under the Nova Scotia Labour Standards Code. AHANS promotes work-life balance and flexibility to accommodate additional hours when required. All employment practices for this role comply with the Nova Scotia Labour Standards Code, Human Rights Act, and AHANS policies on equity, diversity, accessibility, and inclusion.

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