Executive Administrator

Salary Range: $57,173.33 To $81,740.00 Annually
About the Job  Reporting to the Senior Executive Administrator (SEA), the Executive Administrator is responsible for providing administrative support to the Chief Financial and Corporate Services Officer (CFCO) and the Chief Health and Housing Services Officer (CHHO). They will be responsible for record keeping, reporting, and supporting the Board of Directors through the Committees of the Board.

Duties and Responsibilities:

Executive Support
Represent the office of the CFCO and CHHO in a professional, customer-focused manner, maintaining the highest level of confidentiality
Committees of the Board Liaison
Act as a liaison and provide support to the Committees of the Board
Arrange and handle all logistics for Committee Meetings and events: schedule meetings, draft agendas, develop, compile, and distribute briefing notes and presentation materials, and record meeting minutes on behalf of Board Secretary
Support the onboarding and offboarding of Board Directors
Maintains the Board By-laws, board policies, minute books and keep the portal up to date
Work with the Communications team to ensure all required board documents are made available to the public as required by Broader Public Sector requirements.
Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters and legislation (i.e. Form
1)
Support the Senior Executive Administrator with additional matters of the Board of Directors, as required
Administrative Tasks
Complete broad administrative tasks that facilitate the CFCO and CHHO’s ability to effectively lead the organization, including assisting with special projects, designing and producing documents, reports, and presentations, collecting and preparing information for meetings with staff and outside parties
Serve as the primary point of contact for internal and external parties on matters pertaining to the CFCO and the CHHO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, or referral, exercising judgement
Contract management support, including storing, inventorying and flagging when contracts are due
Ensure Organization records are kept and maintained as required by law and made available when required by authorized persons
Maintenance of insurance certificates and documents including distribution of certificates to all third parties
Administration of invoice process requiring CFCO and CHHO approval including account coding and preparing documentation for approval
Provide daily administrative support
Attend meetings to act as recorder and preparing concise, accurate minutes from each meeting
Maintain and refine internal processes that support the CFCO and the CHHO. Look for process improvements to current workflows
Training
Leads the organizational Administrators Meeting and provides feedback from the meeting to Directors and Managers on process related issues
Scheduling
Manage the schedule of the CFCO and CHHO, including problem solving to prevent conflicts and follow up as required
Logistics
Provides general overall committee and meeting support
Support arrangements and organization of the Annual Meeting
Organizational Responsibilities
Contribute to and demonstrate a strong commitment to quality care and service delivery based on SHIP’s Vision, Mission and Values
Demonstrate a positive professional attitude when representing the organization
Adhere to agency Health & Safety Program and the Client Safety Framework in the promotion of client safety
Perform additional duties as required/delegated
Qualifications :
Bachelor’s Degree or Diploma in Business Administration, Social Services, or equivalent
3+ years’ experience in an executive administrator position in a fast-paced and customer focused environment
Governance experience (working with a board of directors) is an asset
Knowledge and

Skills:

Act professionally at all times and handles confidential information with discretion and diplomacy
Excellent written and verbal communication skills with proven ability to create and format business documents
Excellent computer literacy including Internet, Microsoft Office (Outlook,…