Executive Assistant

6 months ago

Toronto, Canada Foresters Financial Full time
Job Description

Key Responsibilities

Board Liaison Function, in conjunction with the Assistant Corporate Secretary:

Board Meeting Support

  • Coordinate and facilitate board meetings (virtual and in-person), including scheduling, preparing draft agendas, and uploading meeting materials to electronic Boardbooks (Diligent) within prescribed deadlines.
  • Liaising with management to obtain final-approved materials for Board/Committee meetings.
  • Ensure policies are on the Committee and Board agendas for approval according to their review cadence.

Board Support

  • Professionally assist board members with information requests and inquiries related to board matters. Support newly-appointed Board members to provide an effective and smooth transition to their new role and responsibilities.
  • Prepare Board payroll on a quarterly basis.
  • Assist Board members with their expenses.
  • Track education and technology allowances within prescribed limits.
  • Maintain procedures for Foresters Board processes, systems and practices to help optimize and streamline the efficient management of Foresters Board and Committees.
  • Facilitate communications between stakeholders, the board and the Executive Committee
  • Flag issues needing the Corporate Secretary’s input.

Record Keeping

  • Maintain an organized, confidential repository of all governance documents and board activities.
  • Coordinate minutes for all Board and Committee meetings for review by Corporate Secretary, internal distribution to key senior executives, Committee Chairs and Board and Committees before approval at the next set of meetings.

Executive Assistant (C-Level) Function

Senior level administrative support on a variety of legal, HR, Membership and corporate governance matters including:

  • Meticulously managing the CLAMO’s calendar, prioritizing and rescheduling as required, to ensure an organized daily schedule and orchestrate the smooth flow of daily activities, including both internal and external meeting attendees.
  • Arrange all travel plans for the CLAMO as required, which includes coordinating travel, car and hotel arrangements.
  • Process expense reports through Workday including Amex, Visa and Out-of-Pocket.
  • Manage the confidential files of the CLAMO to allow for quick retrieval, both hard and soft documents.
  • Ensure that all Foresters policies and procedures are implemented regarding expense management, invoice management, travel policy, other policies.
  • Prepare agendas, spreadsheets, correspondence and draft memos, presentation materials and handouts, letters and other documents as required for review, revision and approval.
  • Keep informed of all of the CLAMO’s Business area activities and assist where required.

Key Qualifications

  • 10-15 years' experience working at a senior executive support level in a corporate secretarial capacity with a solid understanding of corporate practices.
  • A strong alignment with Foresters organizational values.
  • Customer focused and flexible, working under pressure, multi-tasking and responding to frequently changing needs, multiple and competing priorities, and keen attention to detail and quality.
  • Willing to accommodate board meeting schedules that may span different time zones and work patterns
  • Strong technical capabilities including an advanced working knowledge of MS Word, MS Excel, Outlook, PowerPoint and SharePoint.
  • High degree of initiative, confidence and self-direction.
  • Must be self-motivated and solution driven.
  • Confident verbal and written communication skills, with polished professional writing, and the ability to proof-read and craft organization documents.
  • Strong interpersonal, team orientation to be able to interact and build relationships with all levels of staff and management, including the Board of Directors.
  • Effective problem-solving abilities to be able to proactively resolve administrative questions and challenges expeditiously and in accordance with Foresters procedures.
  • Ability to think strategically and tactically, assess options for short- and long-term impacts and act decisively.
  • Ability to handle sensitive and confidential material with the utmost professionalism.

#LI Hybrid

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