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Executive Associate to the Office of the President
2 months ago
Bethany Care Society is a leading provider of care, housing, and community services for seniors and adults with disabilities in Western Canada. With over 75 years of experience, we have established a reputation for delivering high-quality, person-centered care that focuses on the unique physical, emotional, and spiritual well-being of our residents and tenants.
Why Choose Bethany?We offer a comprehensive benefits package, including top-ups for maternal leaves, generous vacation and leave time, competitive salaries, and retirement savings programs. Our commitment to employee well-being and giving back to the community is reflected in our investment in our people, who are the driving force behind our success.
Job SummaryThis role reports to the Executive Assistant to the President and CEO and is responsible for providing critical analysis, research, and preparation of executive-level documents in support of Bethany's vision, mission, and values. The successful candidate will also provide administrative and project-based support to the President and CEO's office, requiring excellent interpersonal, communication, analytical, and diplomacy skills.
Key Responsibilities- CEO Support
- Prepare effective briefing notes and updates for the CEO in preparation for upcoming meetings, committees, and events.
- Organize and prepare for meetings and corporate events to ensure that all materials are available, accurate, and on time.
- Review CEO communication, such as briefing notes, and prepare timely responses to inquiries.
- Support the CEO in dealing with confidential or sensitive personnel or other organizational matters.
- Provide coverage for the Executive Assistant and reception as needed.
- Board Governance
- Support the Board governance team and be responsible for all deliverables that support strong governance implementation by Bethany Boards.
- Accountable for researching best practices and drafting Board policies. Provide information on policy, processes, and documents for each committee, as well as supporting the maintenance of governance accreditation standards.
- Coordinate Board and committee meetings, including creating meeting agendas, preparing documents, and managing the Board's information-sharing portal.
- Manage all internal and external governance records, documents, and processes.
- Project Management
- Prepare briefing memos and relevant updates for the CEO on outstanding projects, identifying issues, developing contingencies, and suggesting remedies.
- Responsible for the timely preparation and presentation of project materials for key external and internal meetings.
- Engage in effective communication and act as an intermediary between the CEO and internal and external clients.
- Assist in managing special projects on behalf of the Executive team.
- Support and lead projects for the Foundation and ELT as required.
- Regulatory Compliance
- Develop and monitor regulatory compliance checklists to ensure assigned projects comply with federal, provincial, and governing regulations.
- Research and Analysis
- Conduct environmental scans and content research to further the CEO's initiatives or programs, preparing draft documents after critical analysis has been completed.
- Education
- Office or Business Administration certificate/diploma or other relevant post-secondary education.
- Experience and Skills
- 5+ years of administrative experience at a senior level.
- Experience leading an administrative support team.
- Experience interacting with a Board of Directors is an asset.
- Additional Essential Skills
- Excellent organizational skills, flexible, and able to multi-task, with demonstrated resourcefulness in setting priorities.
- Excellent analytical skills, ability to quickly aggregate and analyze information.
- Ability to write reports and business correspondence. Outstanding grammar and proofreading skills.
- Ability to present information and respond to high-level inquiries from clients, donors, partners, Board Directors, and other members.
- Ability to handle stressful situations with measured calmness and decisiveness.
- Advanced Excel and Microsoft Office skills.
- Guided by exceptional common sense, maturity, discretion, and the ability to maintain confidentiality.
- Strong sense of accountability, integrity, and ability to handle highly visible responsibilities.
- Strong verbal and written communication skills; ability to effectively present and execute on innovative ideas.
