POSITION SUMMARY
The Executive Assistant to the CEO and Board of Directors at RMHC Southwestern Ontario is a pivotal role, providing comprehensive and confidential executive support to the CEO, Senior Leadership Team, and Board of Directors. This position ensures the highest level of service to key stakeholders, including patient families, donors, employees, and volunteers. Primary duties encompass managing all aspects of Board and Board Committee meetings and supporting the smooth operation of organizational and strategic initiatives. To ensure fair and equitable pay at RMHC-SWO, placement on the salary range will be based on your years of experience, skills and qualifications relevant to the Executive Assistant. Hiring salary range: $55,000 to $65,000. RMHC-SWO offers a 4-day workweek schedule for the employees.
Key Responsibilities
Executive Support:
- Assist the CEO and Leadership Team in achieving the strategic plan and annual operating goals.
- Provide direct administrative support to the Leadership Team as required.
- Facilitate the development of effective systems with the CEO and Leadership Team to ensure smooth chapter operations.
- Support the Leadership Team’s strategic and organizational planning.
- Manage daily operations of the Leadership Team, including preparing and processing purchase orders and invoices.
- Assist with coordinating Leadership Team attendance at conferences and events.
Board Administration and Committee Functions:
- Collaborate with the Board President, CEO, and Committee Chairs to prepare board materials.
- Schedule, coordinate, and attend all Board and Board Committee meetings.
- Prepare agendas, draft minutes, and distribute them for Board and Committee meetings.
- Maintain attendance records for all Board meetings.
- Ensure meeting rooms, technology, and food/beverage services are arranged for in-person meetings.
- Regularly review Board minutes to ensure follow-up on outstanding motions and decisions.
- Compile and maintain Board listings (contact information, CVs, web portal profiles, etc.).
- Update bylaws and other Board documents as directed.
- Assist in preparing documentation for the Annual General Meeting.
- Facilitate onboarding of new volunteer Board members.
- Research and provide draft briefing notes for Board and Committee meetings
- Support the CEO with Board orientation and education.
Administrative:
- Maintain a positive and professional image when interacting with employees, clients/customers, visitors, and other external stakeholders.
- Anticipate and manage the CEO calendar, assisting in key stakeholder meetings
- Manage business correspondence, including priority post, packages, courier services, and other correspondence.
- Prepare, review, and edit various forms of correspondence, such as letters, mailing lists, invoices, presentations, and publications.
- Maintain and monitor office supply inventory and ensure proper maintenance of office equipment (e.g., postage meter, Shred-It service, office supply ordering).
- Review key documents, reports, and correspondence prepared for leadership signatures for format and content.
- Oversee shared workrooms and boardroom organization to ensure readiness for upcoming meetings.
- Manage RADAR (RMHC Global database) and provide training and support as required.
- Retrieve and prepare reports as needed.
- Assist with the development, monitoring, and maintenance of chapter policies and procedures, email templates, distribution lists, staff lists, and ensure they are regularly updated.
- Answer telephone and electronic inquiries, relay messages, and redirect calls and emails as required.
- Coordinate logistical aspects of departmental programs such as meetings, seminars, workshops, and special projects.
- Maintain a high level of confidentiality in all interactions.
- Prepare travel schedules, book travel arrangements, and make reservations for senior management, staff, and board members.
Diversity, Equity, and Inclusion:
- Embed DEI principles into all aspects of operations and programming, fostering an inclusive and equitable environment.
- Champion diversity, equity, and inclusion initiatives in all mission-focused activities of RMHC-SWO.
Support to Senior Leadership Team (15%)
- Help to manage and monitor ongoing projects.
- Provide administrative assistance to the Leadership Team.
- Support the Leadership Team’s strategic and organizational planning.
- Support the daily operation of the Leadership Team. Organizes and participates in the preparation and distribution of meeting schedules, agendas, minutes, reports, etc.
- Prepare and process purchase orders, invoices, and cheque requests as required.
- Coordinate all aspects of leadership Team attendance at conferences or other events.
Records Management and Privacy of Information (10%)
- Oversees management of the Chapters Corporate Records Management model.
- Inputting of data/records into key software systems.
- Maintain an inventory of annual insurance policies and renewals.
- Maintain administrative, board, and finance archives (paper & electronic).
- Oversee transition from hard copy to digital retention of key documents.
- Prepare records for storage; retrieve records as required, and withdrawing/deleting records according to Retention Policy.
- Handles records management functions related to policies, partnership agreements, contracts and other legal documents.
- Maintain accurate and secure files and records, including confidential records, that are easy to access, understand and reference.
- Support Human resources in maintaining confidential personnel documentation.
QUALIFICATIONS
- Bachelor’s degree in Business Administration, Communications, or related field preferred.
- Minimum of 5 years of experience in an executive assistant or similar role.
- Strong organizational skills and attention to detail.
- Excellent written and verbal communication skills.
- Proficiency in Microsoft Office Suite and other relevant software.
- Ability to handle sensitive information with discretion.
- Experience in non-profit organizations is an asset.
CORE COMPETENCIES
- Strong organizational and time management skills.
- Excellent interpersonal and communication abilities.
- High level of professionalism and confidentiality.
- Proactive and able to work independently with minimal supervision.
- Strong problem-solving skills and ability to adapt to changing priorities.
WORKING CONDITIONS
Hours of Work: Monday to Thursday - 8:00 am to 4:30 pm.
RMHC-SWO is a safety net for families and strives to alleviate the isolation and stress they feel when they have an ill or injured child. All staff must display care and compassion, possess emotional maturity and discretion, and respect the dignity and rights of guests, volunteers, and other staff members. Keeping confidentiality is of the utmost importance.
Travel: Occasional travel may be requested.
RMHC-SWO is a family-centred brand and deeply values its employees' lives inside and outside the RMHC programs. We offer a competitive salary, benefits, and vacation package and observe a 4-day workweek schedule. RMHC-SWO is committed to principles of anti-oppression and employment equity. We strongly encourage members of Indigenous, ethno-racial, LGBTQ+, Francophone, immigrant, refugee, differently abled, and other equity-seeking groups to apply and self-identify. If accommodation is required during the hiring process, please inform the hiring manager or committee once selected for an interview. We thank all interested applicants, but only those selected for an interview will be contacted.
To Apply:
https://ca.indeed.com/job/executive-assistant-461c629e6a1982e4 by 5:00 pm, September 5, 2024.
