Executive Assistant to Board Directors

3 weeks ago

Ottawa, Canada Indigenous Centre for Cumulative Effects Full time

ABOUT YOU

You are an experienced, highly organized individual with a deep commitment to supporting Indigenous communities. You are well-versed in corporate governance and are at ease when managing digital tools. Though your primary role is as board secretary, you’re capable of helping as Executive Assistant, though your primary administrative responsibilities are related to board governance, you are also expected to provide high-level administrative support to senior management. and are able to manage your tasks efficiently and effectively. You have experience in teaching board members packages like onBoard or Boardable, and embrace tools that help scale your efforts.

KEY TRAITS:
  • Adaptable: Able to pivot between tasks as a Board Secretary and as an Executive Assistant.
  • Detail-Oriented: Exceptional focus on detail, particularly in record-keeping and communications.
  • Tech-Savvy: Proficiency in various digital tools, including Google Suite, Trello, and virtual meeting platforms.
  • Culturally Sensitive: A respectful understanding of Indigenous cultures, values, and the Two-Eyed Seeing approach.
  • Confidentiality: A strong ethic of maintaining confidentiality in all matters related to board and organizational functions.

ABOUT THE ROLE

In this dual-function role, you will be responsible for coordinating board meetings, governance compliance, and offering executive support to the leadership of ICCE. As this is a virtual position, adeptness with technology is crucial, including the capability to roll out a board package like Boardable or onBoard. You will also be tasked with a range of administrative and organizational duties outside of board responsibilities, functioning as an Executive Assistant to senior management.

KEY RESPONSIBILITIES:

As Board Secretary

  • Board Meeting Support: Coordinate and facilitate virtual and in-person board meetings, including scheduling, preparing agendas, and disseminating meeting materials in a timely manner.
  • Minute Taking: Attend board meetings to take accurate minutes, followed by the provision of concise summaries for record-keeping.
  • Governance Compliance: Monitor corporate governance policies, ensuring ICCE adheres to its own policies and processes, implements recognized best practices, and meets legal and regulatory obligations.
  • Record Keeping: Maintain an organized, confidential repository of all governance documents and board activities.
  • Board Support: Professionally assist board members with information requests and inquiries related to board matters. Work with newly-appointed Board members to help them experience an effective and smooth transition to their new role and responsibilities.
  • Strategic Input: Offer insights to improve board effectiveness and overall governance structure.

As Executive Assistant

  • Administrative Support: Assist senior leadership in tasks including but not limited to email management, scheduling, and coordination.
  • Project Management: Manage or assist in specific projects, including the use of tools like Trello for tracking.
  • Stakeholder Communication: Facilitate communication between stakeholders, the board, and the executive team.
  • Technology Management: Oversee and optimize the use of digital tools and platforms across the organization.
  • Annual Filings: Work with legal and finance teams for the accurate and timely filing of necessary reports with regulatory authorities.

Requirements

QUALIFICATIONS

  • Experience: Proven experience as a Corporate Secretary or Board Secretary.
  • Qualifications: In-depth understanding of corporate governance, regulations, and best practices.
  • Skills: Excellent minute-taking and record-keeping abilities.
  • Communication: Strong interpersonal skills with the ability to engage professionally with board members and executives.
  • Technical Proficiency: Adept in using digital tools like Google Suite, Trello, and virtual meeting platforms.
  • Flexibility: Willing to accommodate board meeting schedules that may span different time zones and work patterns.

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