Executive Assistant

Deadline: Posting Has Expired
Location: Sioux Lookout, ONCommitment: Full Time

Reporting to the Executive Director, this position’s primary purpose is to provide senior administrative support to the function of the Board, Chiefs Committee on Health (CCOH) and other committees, appointed by either group, to ensure effective governance and liaison between the Executive Director, Board and committees.

QUALIFICATIONS

  • Must be willing to work flexible hours and to travel, including to remote First Nations on small airplanes.

Education:

  • University degree in a related discipline from a recognized University with Canadian accreditation is highly desirable.
  • A post secondary diploma in Business or Office Administration (2 year program) from a recognized postsecondary institution with Canadian accreditation or its equivalent in knowledge and experience in administrative processes in public sector or academic institutions is required.
  • Completion of courses in administrative law or its equivalent in knowledge and experience is an asset.

Experience:

  • Three to five years related experience required
  • Demonstrated experience with formal minute-taking and records management at an executive level required
  • Experience handling confidential or sensitive information, and knowledge of applicable data privacy laws required
  • Advanced computer skills with working knowledge of Microsoft Office required
  • Experience with productivity applications, including word processing, spread sheets, email and presentation software including working knowledge of Microsoft Office and other Microsoft applications required
  • Superior time management and multi-tasking skills, and the ability to prioritize tasks without minimal supervision
  • Administrative/policy experience in an academic or institutional environment an asset
  • Experience related to First Nation and corporate governance including the First Nation political environment an asset
  • Experience related to corporate legal assistant an asset
  • Experience in the public health sector an asset

RESPONSIBILITIES

  1. Management of governance functions:
    1. Coordinate the logistical functions related to AGM, Board and committees meetings; including, but not limited to, scheduling and organizing meetings, providing notice of meeting dates and times, preparing agendas, taking minutes, disseminating reports, co-ordinating and taking follow-up action as required including communication with and distribution to the appropriate management and/or staff.
    2. Maintain a records management system including “minute books” for the Board and Committees, and as custodian of the corporate seal ensures it is affixed to approved legal agreements as directed by the Board and/or Executive Director.
    3. Perform sensitive administrative duties for Executive Board, Board of Directors, CCOH and committees, with independent judgement and initiative, in a way that supports and complements the responsibilities of the Executive Director and Chairs of the various committees as directed including, but not limited to:

a.         Responsible for Executive Director’s Outlook calendar, email account, and incoming/outgoing correspondence including provision of prioritized summary of new items with draft responses where appropriate each time reviewed with him.

b.         Ensure the Executive Director, Board Chair and committee Chairs are informed of any issue requiring their attention in a timely manner.

c.         Ensure travel arrangements are made for the Executive Director, Board of Directors, Chairs according to personal preferences and SLFNHA policies including local transportation and provide a detailed itinerary with contact names, phone numbers, purchase order numbers and other pertinent information for each booking/reservation.

d.         Communicate with Chief Committees on nomination requirements for Board and committee representation to maintain full membership on the Board and committees as per established policy.

e.         If requested by the Human Resources Manager, assist with arrangements and material distribution for processes requiring Board and/or committee participation.

f.          Prepare presentations, briefing notes, reports and/or other documents related to ongoing public relations on behalf of the Board and committees and assists them as directed in resolving matters related to Board governance, often coordinating resolutions with others (both internal and external).

    1. Responsible for the ongoing revision and publication, including on-line, of the Board of Directors and committees orientation manual(s), By-laws, and other Board policy / procedure documents deemed appropriate for public review by the Executive Director.
    2. Ensure all typed material generated on behalf of the Board and committees is proof read for accuracy, grammatical structure, spelling, punctuation and consistency in style, titles and dates.
  1. Governance By-Laws, policies, procedures and processes:
    1. Act as resource on By-Laws, policies, procedures, Meeting Rules of Order, and all other matters within the Jurisdiction of the Board, CCOH and committees. Advise senior management on policies, procedures, precedents and protocols relating to matters that are, or will be, before the Board, CCOH and committees.
    2. Prepare recommendations, reports and documents to support amendments to governance structures.
    3. Review, analyze and drafts bylaws, policies and procedures on amendments to governance structures as requested.
    4. Research, and collaborate with the Executive Director and Chief Administrative Officer, on best practices in health governance.
  2. Financial responsibilities:
    1. Assist the Chief Administrative Officer in budget preparation for the Board and committees.
    2. Recommend fiscal strategies to achieve the goals and requirements of the Board’s policy of a balanced budget.
    3. Receive expense reimbursements from the Board and committees to ensure completeness and accuracy as per expense policies then forward to appropriate personnel for processing.
  1. Draft a response to routine inquires, within the scope of position’s authority.
  1. Coordinate special projects and events (including Retreats) on behalf of the Board and committees.
  1. Assist the Executive Director’s office with administrative functions and support as required.
  1. Act as a role model of the organization’s values in daily work activities.
  1. Attend external and internal, including Senior Management, meetings as requested.
  1. Performs other duties as assigned.