Website Dartmouth, NS
Job Title: Corporate Liaison and Executive Assistant to the President and CEO
Reports to: President and CEO
Clean Foundation ‘Clean’ is an independent, non-governmental charity that works to support the fair transition to a cleaner economy and greener society. We do this through collaboration, leadership, and a focus on the possible. We bring knowledge, tools and inspiration needed to encourage the actions that lead to positive environmental change.
Summary of the Position:
The Executive Assistant to the President and CEO is responsible for providing executive, administrative and governance support to the President and CEO, COO and Board of Directors. The Executive Assistant serves as the primary point of contact for internal and external inquiries on all matters pertaining to the office of the President and CEO.
The position requires an individual with the ability to exercise good judgment in a variety of situations, has strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Executive Office Responsibilities:
Provide executive support to the President and CEO, COO, Chair of the Board of Directors, Chairs of the Board standing and Ad Hoc Committees.
Organize meetings, including logistics, drafting agendas, developing and coordinating all pertinent documents, taking and preparing meeting minutes, and coordinating follow-ups and actions.
Provide accurate and timely administrative support in areas such as email and calendar management, expense management, maintenance of records and arrangement of travel and itineraries.
Compile, prepare and develop a broad range of complex, sensitive and confidential correspondence, minutes and reports, independently or with minimal direction.
Anticipate the information and planning needs of the President and CEO; recognize potential problems, issues and opportunities and redirect or resolve based on the nature of the concern.
Assess inquiries directed to the CEO, determine the proper course of action and delegate to the appropriate individual to manage in consultation with the CEO.
Ensure all staff requests for the CEO are addressed properly, efficiently and keep track of progress until resolved.
Responsible for the day-to-day supervision of receptionist and associated functions, ensuring all functions are carried out in accordance with agreed procedures, protocols and timelines.
Perform the role of recording secretary to the Board of Directors.
Coordinate all logistics for the Board of Directors’ and Committees’ meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials and record meeting minutes.
Liaise with President & CEO, COO, Chair of the Board and Committee members as required to coordinate board activities, materials, correspondence and the signing of documents.
Maintain master files of Board and Board Committee documents, including minutes, correspondence, By-laws, Memorandum of Association, Terms of Reference, etc.
Maintain Board member appointments, terms and attendance reports.
Prepare post-meeting action lists and manage follow-up reporting to ensure all items are tracked, reported and responded to in a timely manner.
Coordinate Board member on-boarding process in collaboration with the President and CEO, Chair of the Board and Committee Chairs.
Provide expertise on governance processes and procedures related to Board operations and stay current with Board governance best practices and trends.
Adhere to compliance with applicable rules and regulations set in By-laws and Memorandum of Association regarding Board matters.
Education and Required Qualifications:
Minimum of 5 years’ experience supporting and working with senior executive leaders and Board members.
Demonstrated experience working with Boards, taking minutes, and managing all facets of Board governance to a high and consistent standard.
University degree or community college diploma in paralegal, business or office administration or equivalent combination of education and work experience.
Proficient with all Microsoft Office software (Excel, Word, PowerPoint, Outlook, Teams), Adobe PDF software and Salesforce.
Proficient working in a paper-free work environment.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail.
Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, public and private sector investors and key stakeholders.
Excellent written and verbal communication skills.
Demonstrated proactive approaches to problem-solving with strong decision-making capability.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response.
Office setting with requirement to lift up to 10 lbs.
Clean is committed to Employment Equity and our goal is to be a diverse workforce that is representative at all job levels. Qualified self-identifying First Nations, Metis and Inuit, Visible Minority Groups, Persons with Disabilities and LGBTQ2+ applicants will be strongly considered for this position. If you are a member of one of the equity groups, you are encouraged to self-identify on either your cover letter or resume.
If you are interested in this position, please submit your cover letter and resume, merged into one document, via email to Jennifer Whitty, firstname.lastname@example.org. We appreciate all interest, however only those selected for an interview will be contacted.