Executive Assistant and Board Liaison

**Position Information**

**Posting Number**:

- IMHR22-009**Title**:

- Executive Assistant and Board Liaison (RFT 1.0 FTE)**Position Status**:

- Regular Full-time**FTE**:

- 1.0**Job Schedule**:

- Days**Department**:

- IMHR**Union**:

- Non-union**Site**:

- Institute of Mental Health Research (IMHR)**About The Royal**
- As one of Canada’s foremost mental health care and academic health science centres, The Royal has a clear purpose: to get more people living with mental illness into recovery faster. This is at the core of everything we do and it is driven by the passion, focus and dedication of our employees. Every day, the work that we do transforms the lives of people with mental illness through specialized mental healthcare, advocacy, research and education._

Reporting to the President, IMHR/VP Research, ROHCG, the Executive Assistant and Board Liaison provides comprehensive executive support to the President/VP, acts as primary liaison to the IMHR Board of Directors, and has extensive interaction with Senior Management and members of the IMHR team. This dynamic position requires the ability to anticipate needs and to manage the President/VP office with a high level of professionalism and confidentiality.

The Executive Assistant and Board Liaison serves as a liaison to the Board of Directors and three standing committees. It is a position that drives efficiency and productivity for the P/VP by delivering on high-level administrative tasks and projects that advance the IMHR’s mission. The Executive Assistant possesses excellent written and verbal communication skills, strong judgment, prioritization and organizational skills, and can initiate and/or drive tasks/projects to completion under limited supervision and as part of a team.

**Duties**:
**Accountability #1: Administrative duties and other duties**
- Provide sophisticated calendar management for President/VP. Prioritize inquiries and requests while troubleshooting conflicts. Make judgments and recommendations to ensure smooth day-to-day engagements.
- Ensure effective management and support for the President/VP. This includes managing relationships with board members, donors and other stakeholders to maintain a focused and prioritized schedule throughout the year.
- Complete a broad variety of administrative tasks that facilitate the President/VP’s ability to effectively lead the organization, including: composing correspondence on a wide variety of matters; preparing draft documents from pre-defined templates; managing documents for signature or approval; assisting with information gathering; designing and producing documents, reports, and presentations. Responsible for accuracy and clarity of the final copy.
- Serve as gatekeeper for the Office of the President. Screen, direct, respond to, and prioritize calls and correspondence, facilitating the smooth exchange of information with the Board of Directors, Senior Management members, staff, and external partners.
- Coordinate internal staff and committee meetings including scheduling, agenda development, note-taking, preparation of minutes; follow up on action items; book conference rooms and video conferencing services, as required
- Track projects, conduct research and create reports on various topics based on the needs of the P/VP.
- Secure information and supporting materials for meetings and/or engagements with donors, external Boards and committees, and external constituents.
- Coordinate the Administrative On-Call schedule for the President/VP
- Create, organize, file and maintain accurate electronic files and implement a bring forward (BF) system
- Assist with annual budget preparation, planning, processing, monitoring and tracking of budget expenses and/or operating and salary
- Generate expense reports for the President/VP, consolidate credit card expenses, and conduct recording keeping for all Senior Administrative purchases; follow through the approval process to Accounting, ensuring a timely turnaround
- Coordinate retreats and events as needed. Duties may include arranging catering, meeting space, and/or tech support.
- Work in a manner compliant with staff and patient/client safety practices, policies and procedures of The Royal
- Ensure a work environment that is conducive to The Royal’s Harassment-Free Workplace and Occupational Health and Safety policies.

**Accountability #2: Board Liaison and Governance Duties**
- Works with the President/VP to ensure compliance with legal and regulatory requirements and research/hospital standards.
- Manage all aspects of administrative matters related to the Board of Directors, and three Board Standing Committees, and the Annual General meeting, including:

- Develop and calendar annual Board/Committees meeting schedule.
- Develop draft agendas and supporting materials and track through to completion and distribution.
- Gather, collate and format meeting materials.
- Attend, record and create official minutes of the full Board