Our client is looking for a professional to join their team.
What Your Impact Will Be
The Board Assistant provides confidential administrative support to the supervisor and the Board of Governors’ Office, acting as a point of initial contact for individuals, either internal or external to the organization, who have questions or concerns about policies and/or matters to bring to the attention of the Board of Governors.
Where is it based?
Burnaby, BC
The role is hybrid, with 3 days in the office and 2 days remote.
Responsibilities
Provides administrative support to the supervisor by:
Responding directly to requests for information or referring non-routine inquiries to the appropriate person.
Producing a variety of confidential and general correspondence, checking for accuracy, and ensuring that the matters are appropriately directed and completed in accordance with applicable policies and procedures.
Maintaining complete records of the organization’s policy and procedures and administering the updated, distribution, and publication of revised policies.
Maintaining and improving the Policy Gazette website using the company’s web publishing system (AEM).
Scheduling meetings, coordinating with external service providers, booking rooms, and arranging catering and support services.
Preparing materials for archives and contacting archives for retrieval and delivery of materials on request and locating and distributing documents to the appropriate member of the office.
Processing invoices, creating, and submitting purchase requisitions and expense claims through FINS, entering the information, and checking them for appropriate coding, explanations, and supporting documentation.
Provides confidential administrative support to the Board of Governors’ Office by:
Coordinating Board and Board Committee meeting schedules. reviewing the optimal availability of members; arranging meeting locations; drafting agendas; compiling and preparing required resources and materials; and coordinating support services.
Attending open and closed sessions of the Board of Governors; drafting minutes; initiating follow-up on behalf of Board members; preparing monthly Board summaries; and communicating Board decisions to senior academic and administrative personnel.
Attending and providing support to Board Committees. Coordinating meeting schedules; assembling, preparing, and distributing supporting materials; drafting minutes; establishing and maintaining Committee records and files; conducting research; and preparing reports and summaries.
Maintaining a complete and comprehensive set of computerized and manual board records and legal registry files.
Liaising with personnel on Board related matters and department representatives from Archives and Records Management to conduct document research and obtain information.
Participating in the organization of Board orientations, events, and conferences.
Must Haves
Bachelor’s degree in Business Administration or a relevant discipline and five years of related experience including experience in administration and budget management, or an equivalent combination of education, training, and experience.
Post-secondary experience, board experience, and project management experience are an asset.
Good knowledge of post secondary’s general and administrative policies, procedures, and processes.
Good knowledge of the Freedom of Information & Protection of Privacy Act.
Excellent organizational, problem-solving, and analytical reasoning skills.
Excellent administrative and budget management skills.
Excellent communication skills (oral and written). Excellent taking minutes.
Excellent interpersonal skills.
Excellent research skills.
Ability to interpret and follow policies, Board procedures, and Rules of Order.
Ability to exercise tact, discretion, and diplomacy.
Ability to exercise discretion in highly confidential and sensitive matters.
Ability to take and transcribe the salient points of discussion.
Ability to organize and manage multiple priorities, multi-task, and work well under tight deadlines.
70 wpm keyboarding with a high degree of accuracy.
Proficient knowledge in the use of word processing, spreadsheet, database, and presentation applications.
What’s in it for you?
Salary: 81,000 per year
Temporary role with the opportunity to become permanent for the right candidate
Hybrid work
Is this you?
Please send your resume to jobs@expertrecruiters.com and orinih@expertrecruiters.com or apply online at https://adr.to/qeu7m with your resume and cover letter to the attention of Darcia Bower, Managing Director, if you have already met a member of our team and are interested in this opportunity please call or email us asap.
