Executive Assistant and Governance Coordinator 

Position Summary

The Executive Assistant and Governance Coordinator is responsible for providing comprehensive executive level support to the CEO, including oversight of day-to-day operations of the CEO’s Office and support to the Board of Directors. This dynamic position works in a fast-paced environment and mission-oriented culture, and is a key contributor to the success of the administrative team, and therefore the organization. The role requires the ability to anticipate needs, maintain a high level of confidentiality and professionalism, think independently and critically, be an excellent and accurate communicator, and be extremely organized.

Key Duties and Responsibilities

• Execute a variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: coordinating meetings and managing calendars; prioritizing inquiries and requests, and managing conflicts; organizing and maintaining the organization’s policies and procedures, as well as other document and information management; ordering supplies and materials to ensure the administration department is well-maintained; creating agendas; responding to email and other correspondence on behalf of the CEO; maintaining contact lists; registering for conferences and making travel arrangements; and completing expense and mileage reports.
• Support the CEO in their role as Board Secretary and act as the liaison and provide support to the Board of Directors, including: managing the ongoing calendar of Board meetings and content, including maintaining a calendar of policies that need updating; handling all logistics for Board meetings and events; developing, compiling, drafting and distributing agendas, Board reports and Board packages; Board communications; recording minutes at Board and Committee meetings, ensuring they capture the essence of deliberations and highlight decision points and actions; creating and tracking follow-up action items from meetings; filtering and answering public inquiries to the Board; and ensuring consistent compliance with the Public Libraries Act, Board By-Laws, and other legislation and policies regarding Board matters.
• Assist with, and lead, the development of a variety of content related to the CEO Office, including: tracking and maintaining Library Policies index; researching and summarizing topics and documents into briefing notes; completing and filing governance and regulatory reporting obligations (i.e. annual FOI filings); preparing draft reports and presentations; collecting and preparing information for meetings; composing and preparing correspondence; participating in or leading special projects; and proofreading speeches, documents and other materials for accuracy and completeness.
• Act as the primary point of contact for the CEO Office, including: being a bridge for smooth communication on behalf of the CEO, triaging competing demands as necessary; participating in staff initiatives such as the culture committee; demonstrating the leadership, sensitivity and trust expected of the office; and taking a proactive role in supporting the CEO’s ongoing relationship-building efforts with external stakeholders.
• Reflect the culture and values of the organization, as well as consistently maintain a high level of confidentiality and discretion, through all work and communication. Understands the organization’s strategic plan and direction.
• Collaborate with staff on projects and outreach activities as required, and support Board Members and members of the Executive Leadership Team and Management Team as required.
• Act as a back-up to the Finance Administrative Assistant in their absence, which includes financial matters and support related to administration team.
• Other duties as required.

Education and Experience

• Univesity degree in governance or a related field
• Minimum 6 years of recent or relevant experience

Required Skills/Knowledge

• Significant executive support or program coordination experience.
• Working knowledge of rules of procedure for board meetings or secretariat experience is an asset.
• Experience working with budgets.
• Excellent verbal and written comprehension and communication skills.
• Proven ability to maintain a high level of integrity and discretion handling confidential information.
• Personable relationship-builder with strong political acuity and judgment.
• High degree of professionalism dealing with diverse groups of people, including staff, executive team members, Board members, politicians, partners, and the public.
• Exceptional organizational and time management skills and attention to detail.
• Demonstrated ability to research topics, distill complex information, and produce reports and presentations. 
• Ability to complete a high volume of work with accuracy and within deadlines in a fast-paced environment.
• Proven trouble-shooter and problem-solver. 
• Natural leader who can inspire while setting clear expectations.
• Expert proficiency with Microsoft Office and generally technologically-savvy.