About the Role
The Board Secretary/Executive Assistant to the CEO will provide both administrative leadership to the governance teams of HLG and administrative support to the office of the CEO to accomplish HLG’s strategic goals. The role’s primary responsibility is to ensure accurate and timely delivery of Executive Leadership Team and Board meeting materials and logistics. The role serves as a liaison between the Board of Directors and the Executive Leadership Team.
Highlights of Key Responsibilities
- Serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the CEO.
- Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials and accurately record minutes and action items.
- Apply strong governance practice into the planning and facilitating of the governance function, including bylaw compliance, collaboration with Board members on agendas, action items, motions, retreats and special events.
- Manage the handling of strict deadlines, multiple priorities, and highly confidential information that pertains to the organization.
- Arrange and handle all logistics for Executive Leadership Team meetings including scheduling meetings, preparation of agendas, meeting materials, and meeting minutes, as well as cross-pollinating the information to Board and Committee meeting agendas where necessary.
- Liaise with CEO and Executive Leadership Team for successful 1:1 meetings, identifying action items and distributing agendas.
- Assist in the scheduling and preparations of CEO communications.
- Manage all logistics for in-person meetings, teleconferences, or video conferences, and distribute all related meeting materials.
- Other duties as assigned by the Board chair and/or CEO.
- Post-Secondary education in Business Administration, Education or a related field is preferred but not required.
- 5+ years of experience as a Board Secretary (or equivalent role), public or private sector required.
- Canadian Society of Corporate Secretaries membership or ICD.D designation from the Institute of Corporate Directors would be an asset.
- Ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
- Proficient in Microsoft Office Package products including advanced proficiency in SharePoint, Word, Excel, Outlook and PowerPoint.
- Proficient in Adobe PDF and managing large electronic files.
- Exceptional written, oral, and people skills.
- Expertise on organizing meetings and corporate events.
- Ability to keep paper and digital files organized.
- Ability to prioritize and manage time to accomplish several tasks simultaneously.
- Ability to adapt quickly and maintain high level or organization in a fast paced environment.
- Demonstrate sound judgment and problem solving abilities.
- Ability and desire to learn new information management systems.