Executive Assistant and Process Improvement

**INTERNAL/EXTERNAL POSTING 16 12 2024**

**Role
- Full Time Executive Assistant and Process Improvement Coordinator**

**Reports To**:Executive Director

**Classification**:Full time (32 hours per week)

**Salary Range**:. $59,764 to $70,366 (to commensurate with experience and skills)

**Date Posted**:Dec 4, 2024

**Date Closed**: Dec 18, 2024

**About Willowbridge**

Willowbridge Community Services is a not-for-profit organization offering developmental services and counselling across Hamilton, Brantford, Niagara, and Haldimand Norfolk. We believe that everyone deserves relationships, community, and celebration.

Working under the direction of the Executive Director (ED), the Executive Assistant and Process Improvement Coordinator orchestrates the efficient administrative operation of governance processes at Willowbridge. The position provides high-level administrative support for the ED, Board of Directors and Senior Management members as required, maintaining the efficient functioning of the Office of the Executive Director. This role also coordinates process improvement for the agency, including leading and managing efficient administrative processes, using and implementing new technology and AI systems, and Continuous Quality Improvement (CQI) work.

**Why Work for Willowbridge?**
- Become part of an innovative 4-day workweek (4DWW) and work 32 work hours a week with no salary reductions.
- Generous vacation package starting at 18 paid days (pro-rated for 4DWW), all statutory holidays, and additional paid days for a week-long holiday office closure.
- Full Benefits package and an RRSP plan with employer matching up to 5%.
- 1.4 cumulative sick-days (pro-rated for 4DWW) accrued per month that build into a sick-day accrual bank.
- Flexible working hours that meet your needs.
- Hybrid work arrangements that include both remote and in-person service provisions.
- Funded professional development, training, and certification opportunities as available.
- A management team that advocates for the wellbeing of staff, clients, and the community.
- Opportunity to be a change-maker in a positive, collaborative workplace that values leadership, innovation, and creativity.

**About The Role**:
Governance Administration Responsibilities (60% of the role):

- Offer administrative support to the Board of Directors, including preparing and distributing monthly board meeting packages, managing the board calendar, and reporting.
- Scheduling, attending, supporting and minuting all board meetings, committees, and events.
- Supporting governance policy review; tracking the policy review calendar, incorporating policy changes, managing policy version control.
- Supporting the board with file management, accreditation and compliance.

Process Improvement Responsibilities (25% of the role):

- Supporting senior management with policy tracking, revisions and improvements.
- Supporting and managing more efficient administrative processes at Willowbridge.
- Exploring and implementing technology and Artificial Intelligence solutions to streamline administrative processes and systems.
- Leading annual compliance preparation.
- Supporting Canadian Centre for Accreditation preparation every 3 years.
- Tracking CQI data, compiling the annual CQI report, and implementing changes to support CQI at Willowbridge.

Executive Assistant Responsibilities (15% of the role):

- Managing ED’s Calendar and appointments, minuting occasional meetings.
- Supporting the ED with basic correspondence, report writing
- Supporting the management team meetings with minutes and agendas
- Supporting ED and managers with report writing

**What We’re Looking For**:
**Technical Skills**
- University degree (or equivalent), or equivalent professional status awarded by a relevant professional institute.
- At least 3-5 years’ experience providing support to senior leadership positions.
- Full working knowledge and experience with programs such as Excel, Word, PowerPoint etc.

Excellent verbal and written communications skills with a superior command of English (speaking, writing and comprehension).
- Experience in administrative process coordination and management.
- Knowledge of voluntary boards, board ethics, Robert’s Rules and governance considered an asset.
- Knowledge of compliance, CCA Accreditation, and file auditing considered an asset.

**Personal Qualities**
- A detail-oriented person who enjoys developing, implementing, and monitoring processes.
- A Self-motivated, innovative spirit with excellent interpersonal and team skills
- Someone with outstanding organizational and time management skills.
- Someone who deals with confidential information in a professional manner.
- A person who understands the importance of building inclusive communities and has a heart for equity, diversity, and inclusion principles.
- Someone who demonstrates high standards of conduct, respect, flexibility, and sound work ethics.

**Willowbridge is committed to suppo