Executive Assistant

Peterborough & the Kawarthas Economic Development (PKED) is a not-for-profit corporation responsible for the delivery of economic development and tourism services on behalf of the City of Peterborough and County of Peterborough. We promote and facilitate business opportunities to create a thriving economy for our residents and communities, resulting in regional prosperity for the region.

Our organization is governed by a volunteer Board of Directors made up of 13 members of our local community representing a diverse cross section of skills and the region’s key business sectors. Members of the Board and its sub-committees meet regularly to oversee PKED’s Corporate Objectives, Goals and General Mandate which are outlined in a Memorandum of Understanding with the City and County of Peterborough.

PKED operates the Business Advisory Centre (BAC) which is one of 54 Small Business Centres in the Province of Ontario, serving as an entrepreneur’s first point of contact with the business support community. Services, consultations, tools and resources are offered free of charge in order to help start-ups and small businesses succeed.

PKED also operates Peterborough & the Kawarthas Tourism (PKT) which is the official Destination Marketing Organization (DMO) for the region. PKT provides industry leadership and destination marketing services to attract visitors to the region and operates a year-round Visitor Centre.

We have a team of dynamic professionals who offer economic expertise that identifies growth opportunities, provides services to existing ventures, and attracts new companies and visitors by sharing the region’s competitive advantages.

***

Reporting to the Director of Operations, the Executive Assistant provides a critical supporting role in the day-to-day activities of the President/CEO and PKED’s Board of Directors. The incumbent must demonstrate an above average level of professionalism and time management skills. An exceptional understanding of customer service is required including communicating with others at various levels, developing relationships with municipal staff and key stakeholder partners. The Executive Assistant responds appropriately to requests and inquiries regarding the President/CEO and/or forwards them to other PKED staff as required. This role requires the ability to take responsibility to achieve outcomes and identify/resolve issues that arise. It also oversees the coordination and administration of all Board of Director meetings and requires the utmost discretion in maintaining confidentiality of information shared in these meetings.

The expected outcomes of this role are to support the President/CEO and Board of Directors in meeting the objectives of PKED’s Memorandum of Understanding with the City and County of Peterborough.

**RESPONSIBILITIES**

**Support the President/CEO**:
Support the day-to-day activities of the President/CEO to achieve corporate obligations:

- Serve as a first point of contact for inquiries to the President/CEO, monitor and prioritize inquiries and provide follow-up as required in their absence.
- Based on the President/CEO’s availability, schedule, confirm and organize meetings with staff, Board members and external stakeholders as required.
- Ensure that onsite meeting spaces are secured or that video conference calls in Teams Meetings or Zoom are arranged for meeting participants.
- Oversee the compilation and distribution of meeting materials for participants.
- Submit PKED reports to City and County of Peterborough, as required, in accordance with council meeting schedules and preparation cycles.
- Review council records and reports, BOD minutes and reports to determine how they may impact economic development activities with the region.
- Review community-based research such as homelessness plans and workforce development plans to provide to the President/CEO and Leadership Team.
- Reconcile corporate expenses using internal tracking systems and SAP.

**Support the PKED Board of Directors (BOD)**:
Provide regular administrative support to the BOD as required for a Not-For-Profit organization:

- Schedule monthly meetings for BOD members and sub-committees (such as Finance, Governance, Nominations as required).
- Compile and distribute supporting materials for each meeting ensuring that they are delivered in a timely and efficient manner.
- Attend meetings and provide minute-taking activities following Robert’s Rules of Order guidelines as a permanent record of each meeting.
- Track action items that arise from Board and/or sub-committee meetings
- Coordinate the Annual General Meeting and oversee all duties involved in the successful implementation of the event.
- Assist in the onboarding of new Board members and maintain up-to-date Board resources for training purposes.
- Secure BOD Chair approval for expenses that exceed the President/CEO’s authorization limits.
- Monitor BOD budget using internal tracking systems and process