Strategic Governance Coordinator

2 days ago

Courtenay, British Columbia, Canada North Island College Full time

Executive Assistant to the Board of Governors Role Overview


The North Island College seeks an experienced Strategic Governance Coordinator to provide high-level administrative support to the Board of Governors and its committees.



About the Role

This senior executive assistant position requires a strong understanding of post-secondary education in British Columbia, as well as knowledge of basic parliamentary rules of order, legislation, and governance.



Duties & Responsibilities

  • Provide confidential administrative support to the Board and its committees, while managing a busy and demanding workload.
  • Coordinate and ensure the smooth provision of support functions for a high volume of Board activities, including regular, closed, and special meetings.
  • Compile information, prepare reports, and correspondence, including highly sensitive and confidential documents.
  • Attend Board and committee meetings and accurately record and distribute agendas and minutes, with timely follow-up communication of any action items emerging from the meetings.
  • Ensure timely and efficient communication and distribution of information to the Board, committees, Leadership Team, and others as required.
  • Coordinate and support the functions of the various Board committees, including scheduling, organizing attendees, orienting new members, building and distributing agendas, communicating notices and minutes, and implementing Board decisions.
  • Ensure that the Board of Governors complies with legislated requirements and maintain the official records of the Board of Governors in accordance with legislation and College policies.
  • Liaise with the Crown Agencies and Board Resourcing Office (CABRO) on a regular basis to provide support in Board recruitment, succession planning, recruitment, and appointment processes, and Board member evaluation.
  • Support the Leadership Team and colleagues on issues related to the Board and governance, using sound judgement to advise on pressing issues and emerging matters of concern.


Management of Board Office

  • Oversee and effectively manage the day-to-day operations of the Board Office.
  • Liaise with and provide support to all levels of staff, internal to the College and at other educational institutions, union representatives, external counsel, government agencies, and various public affiliates as required.
  • Prioritize and facilitate communications received by the Board Office, including telephone calls, mail, and email messages, and respond on behalf of the Board Office or forward messages as appropriate.
  • Develop the budget for the Board Office and monitor and approve expenditures.
  • Manage the Board webpages and internal sites, ensuring content is accurate and kept up to date.
  • Draft letters, reports, and other documents for various internal and external stakeholders.
  • Support, plan, and coordinate a variety of internal and external activities, organizing travel arrangements for the Board of Governors, Leadership Team, and others as needed.
  • Maintain awareness of operational interests and concerns of other areas within the College, including the Leadership Team, Education Council, Public Affairs, and Community Engagement.


Project Support

  • Participate in the advancement, implementation, and coordination of projects relating to planning and operations.
  • Conduct research and analyze and summarize data from various sources, including statutes, legislation, and research papers, for meetings, planning sessions, and other related projects as required.
  • Research and compose a wide variety of notices, reports, contracts, and other documents intended for both internal and external audiences, including government offices, agencies, and community organizations.
  • Support the handling of internal and external queries regarding the Freedom of Information and Protection of Privacy Act (FOIPPA).
  • Provide support on special projects as assigned by the Leadership Team.


Requirements

To be successful in this role, you will require:




  • A Bachelor's Degree or equivalent in a relevant discipline.
  • Minimum five years of administrative management experience, preferably in a senior executive assistant role within a post-secondary environment.


Preferred Qualifications

You will also benefit from having:




  • Extensive knowledge of and experience in supporting a governance board.
  • Experience with or knowledge of budgetary processes, including the administration and monitoring of budgets.
  • Excellent verbal and written communication, time management, and presentation skills.
  • Demonstrated ability to prioritize workloads and to develop, plan, and complete multiple concurrent projects.
  • Demonstrated ability to analyze and interpret legislation, bylaws, and policies which apply to the operation of a governance board within a post-secondary environment.
  • Demonstrated ability to undertake research projects and to create reports and documents.
  • Demonstrated strong work ethic.
  • Ability to communicate professionally and to effectively and respectfully work with individuals at all levels within the College in a variety of consultative and collaborative processes.
  • Strong self-starter and superior team player.
  • Advanced proficiency in business software, applications, and technology, including but not limited to Microsoft Professional Suite applications, Adobe Acrobat, and videoconferencing.
  • Committed to upholding confidentiality, sensitivity, and exercising discretion when dealing with contentious issues in an environment of changing priorities and demanding timelines.


Salary Range
$62,499 - $81,799 per annum, depending on experience.

Please note that salary will be commensurate with qualifications and experience.

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