Executive Assistant to the Board
October 8 2024
Categories Event, Congress, Banquet,
Victoria, BC • Full time
A) JOB SUMMARY
The Executive Assistant to the Board (EA to the Board) acts as the primary contact for, and provides senior level administrative and secretarial support to, the Board of Governors. The EA to the Board is the formal channel through which sensitive, emergent, or confidential matters reaches the Board of Governors. The EA to the Board acts as a liaison with outside agencies and individuals that the Board of Governors are involved with (all levels of government). The EA to the Board also supports the President's Office as well as the administrative support community at the college to ensure adequate coverage and communication. Evaluation of the performance is carried out by the President in consultation with the Board Chair.
B) REPORTING RELATIONSHIPS
- Reports to the President with a dotted line to the Executive Assistant to the President.
C) ESSENTIAL JOB FUNCTIONS
BOARD SUPPORT:
- Provides a diverse range of confidential support and is responsible for the overall efficient management of the Board Office.
- Provides support to, and liaises with, levels of staff internal to Camosun and at other educational institutions, union representatives, outside counsel, local and provincial government agencies and various public bodies as required.
- Acts as board liaison with the offices of the Minister and Deputy Minister of the Ministry responsible for Advanced Education, Members of the Legislative Assembly, municipal councils, other college boards, the College Executive Team and Senior Leadership Team.
- Liaises with the Premier's Board Resourcing Office. Maintains the board succession plan and competency matrix.
Other Board related duties:
- Acts as a resource on board committees; providing liaison, coordination, and ensuring the smooth provision of support functions for regular and in-camera meetings, Audit committee, Executive committee, Risk and Audit committee, Finance committee, Cybersecurity sub-committee, and ad hoc committees.
- Working with the President, Board Chair, and committee Chairs, drafts agendas and briefing documents, attends, takes minutes, and follows up on action items emerging from meetings.
- Maintains annual plan to identify agenda topics and ensure the reports meet government timing requirements.
- Develops schedules, and coordinates all activities such as organization of attendees, membership lists, liaison on external boards, orientation for new members, and implementation of decisions.
- Coordinates and manages all board events including special public board one-issue meetings, annually scheduled luncheons, receptions, and special events for municipal and provincial government and dignitaries.
- Completes annual reporting to Ministry of Finance for the board remuneration disclosure for publication in the Financial Information Act. Completes annual CRA Society Tax for Directors and Trustees.
- Maintains the board webpages on the college website and the confidential electronic web meeting site for the board.
- Provides individual orientation to board members and organizes group orientation as required. Manages all requirements for new and exiting board members. Facilitates and summarizes the findings of the board's annual evaluation.
- Ensures Board Chair and President are aware of their duties and the process related to issues of ethics and conflict of interest when necessary.
- Acts as board liaison to all college schools to ensure there is a board presence at student awards and the graduation, maintains calendar of events, tracks invitations, arranges preparation of speeches for the board representative.
- ·Establishes, monitors, manages and is accountable for the Board of Governor's budget, flags and resolves errors, and initiates transfers or invoicing where appropriate, and manages board insurance and honorarium payments. Manages facility requirements for the boardroom, determines, provides estimates, and prepares resource and facility requirements.
- Arranges complex meetings as required, including the coordination of multiple schedules of widely varied internal and external participants, often with challenging timelines, booking meeting rooms, arranging parking, ordering catering and travel arrangements as required.
- Compiles information, reports and correspondence including documents of a highly sensitive nature such as legal matters, and board correspondence using independent judgement.
- Determines and assesses the nature of requests, visitors, telephone calls and email for the board and judges their priority, confidentiality and sensitivity, resolves issues or directs them to the appropriate party.
- Liaises with the Strategic Planning and Transformation Department to ensure that the college Board of Governors policies and by-laws are reviewed on a regular basis as per the college's policy framework.
- Manages the filing and securing of correspondence, records and corporate documents for the board in accordance with the legislation and college Records Management Policy and Records Retention Schedule.
- Provides relief coverage for Executive Assistant to the President including administrative support to Camosun's Executive Team and Senior Leadership Council as requested.
- Provides back-up administrative support and works as a collective team for other Executive Assistants as required.
- Performs other assignments as assigned by the President, consistent with the scope of the job.
PRESIDENT OFFICE'S SUPPORT:
- Reconciles President's monthly Visa statement and prepares monthly travel expense claim.
- Arranges President's national and international travel (air travel, hotels, registrations, etc.)
- Prepares mass correspondence (convocation VIP invitations, political letters post-elections, etc.) and maintenance of databases associated with external correspondence.
- Processes invoices pertaining to the President's office - supplies, contract fees, etc.
- Coordinates special events as required by President.
- Liaises with the Executive Director, Communications & Marketing to obtain President's speeches for awards ceremonies and special events.
- Attends and volunteers at college wide functions such as graduations and employee functions.
- Oversees the development and updating of the general information pertaining to the President's Office on the College Webpage and on the Intranet.
- Maintains boardroom and meeting room booking schedule.
- May be assigned projects, research or responsibilities, consistent with the scope of the job.
- Administration, Secretarial or Legal Secretary diploma, plus five years of senior administrative support experience with one year of experience in a self-reliant position. A diploma in Office Management or other post-secondary credential in a related field would be an asset.
- Experience with event planning (professional or volunteer).
- Experience with a multi-layered organization (professional or volunteer)
- Must be able to work evenings for Board meetings and special events
- Experience in a post-secondary work environment is an asset.
KNOWLEDGE, SKILLS AND ABILITIES
- Ability to work independently without supervision, use initiative, and the ability to be self-directed are integral;
- High level of integrity, discretion and confidentiality;
- Very strong organization skills and outstanding time management skills;
- Superior accuracy and sound professional judgement;
- Superior written and verbal communication and interpersonal skills;
- Demonstrated ability to multi-task, decision making, meet deadlines and changing priorities while maintaining a high level of service;
- Demonstrated ability to work positively and professionally with the public and colleagues;
- Experience in maintaining web pages;
- Knowledge of accounting procedures;
- Competence using the MS Office suite at an advanced level.
As a member of the college community with responsibilities to enable the achievement of college-wide strategic objectives, the EA to the Board will demonstrate the three core and three leadership capabilities identified in the College's Capability Framework:
Focus on Students and Their Success (Core)
We all have a role to play in promoting and supporting students - directly or indirectly - contributing to their success, education and transition as they build their path to the future.
Cultural Alignment (Core)
Inclusion and respect align with Camosun's traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.
Fostering and Nurturing Relationships (Core)
Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.
Address College Needs (Leadership)
In order to address college needs leaders recognize and respond to the complex, diverse and interdependent components. Leaders inspire others to work individually and collaboratively to achieve departmental/divisional, college and sectoral goals.
Enable Self & Others (Leadership)
To better serve students and the college to achieve success, leaders enable self and others to take responsibility and to participate in learning and development opportunities.
Create Time and Space (Leadership)
To be at our best and achieve organizational goals, we need both time and space. Time and space as a unitary concept promotes opportunities to listen, plan, think, create, innovate and develop relationships.
Focus on Students and Their Success (Core)
We all have a role to play in promoting and supporting students - directly or indirectly - contributing to their success, education and transition as they build their path to the future.
Cultural Alignment (Core)
Inclusion and respect align with Camosun's traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.
Fostering and Nurturing Relationships (Core)
Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.
Address College Needs (Leadership)
In order to address college needs leaders recognize and respond to the complex, diverse and interdependent components. Leaders inspire others to work individually and collaboratively to achieve departmental/divisional, college and sectoral goals.
Enable Self & Others (Leadership)
To better serve students and the college to achieve success, leaders enable self and others to take responsibility and to participate in learning and development opportunities.
Create Time and Space (Leadership)
To be at our best and achieve organizational goals, we need both time and space. Time and space as a unitary concept promotes opportunities to listen, plan, think, create, innovate and develop relationships.
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