Executive Assistant, Leadership Team and Board Operations Jobs in Courtenay, Canada at North Island College
Position Summary
Reporting to the Manager, Leadership Team Operations, the Executive Assistant, Leadership Team and Board Operations is an advanced, executive- level position which provides confidential administrative support to members of the Leadership Team and the Board of Governors. The Executive Assistant acts on behalf of the Leadership Team and the Board to ensure the follow-through of tasks and projects and to provide support and advice regarding process, intent and implication.
The Executive Assistant assists with the management of priorities, activities and operations of the Leadership Support Team, Board, Leadership Team, Education Team and Operations Team. This position is a key liaison connecting the Leadership Support Team with other areas of the College and external parties.
The Executive Assistant collaborates closely with the Manager, Leadership Team Operations and other members of the Leadership Support Team to ensure the smooth operation of and effective flow of information and delegation of tasks. This position is responsible for the development and implementation of a framework of systems and procedures that anticipate, identify and address the needs of the Leadership Team and the Board.
NIC is an inclusive College and accordingly the Executive Assistant must demonstrate a strong commitment to teamwork, collaboration, equity and inclusion. Position Competencies – Creates a Positive Climate and Culture
– Effective Communication Skills
– Effectively Develops Goals and Objectives
– Focuses Effectively on Key Results and Priorities
– Demonstrates a Focus on Continuous Improvement
– Interpersonal Effectiveness
– Team Leadership
– Developing Others
– Championing and Adapting to Change
Duties & Responsibilities
Executive Support
Provide high-level confidential administrative support to members of the Leadership Team, Board of Governors and related committees.
Act as a key advisor to the Leadership Team and Board using sound judgement to advise on pressing issues and emerging matters of concern.
Draft correspondence of a routine and complex nature for signature, prepare briefing notes, research content, analyze information and make recommendations.
Participate and support meetings and committee activities to further the goals of the Leadership Team and their respective departments.
Schedule meetings, prepare agendas and support documentation, record and distribute minutes for meetings of the Leadership Team and coordinate internal meeting agendas and packages for other leadership and committee meetings.
Act as the initial contact for all internal and external individuals and groups requiring information and/or action from the Leadership Team and take action using initiative and judgement to resolve issues where possible and assign matters requiring immediate action to the appropriate authority and/or bringing to the attention of the VPs or Manager, Leadership Team Operations.
Schedule meetings, make travel arrangements, and coordinate events and activities between the Leadership Team, the Board and College personnel and external committees on which the Leadership Team members serve.
Support, plan and coordinate a variety of internal and external events.
Board Governance and Board Operations
Coordinate the smooth provision of support functions for a high-volume of Board activities including regular, closed and special meetings. This includes planning for room layout, catering and IT support.
Compile information, prepare reports and correspondence, including highly sensitive and confidential documents for different stakeholders.
Attend Board and committee meetings and accurately record and distribute agendas and minutes, with timely follow-up communication of any action items emerging from the meetings.
Ensure timely and efficient communication and distribution of information to the Board, committees, Leadership Team and others as required.
Coordinate and support the functions of the various Board committees, including scheduling, organizing attendees, orienting new members, building and distributing agendas, communicating notices and minutes and implementing Board decisions.
Liaise with Crown Agencies…
Title: Executive Assistant, Leadership Team and Board Operations
Company: North Island College
Location: Courtenay, Canada
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