Executive Assistant - Toronto, Canada - The Royal Canadian Yacht Club

The Royal Canadian Yacht Club

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

SUMMARY:

We are seeking an experienced, highly organized, focused individual who thrives in an energized environment to provide outstanding support, playing a critical role in assisting the Board of Directors as well as the Senior Leadership Team through collaboration and a keen focus on results.

The Club's Executive Assistant (EA) provides administrative, logístical and event management support to ensure a high functioning executive office within the Royal Canadian Yacht Club.

The EA supports the General Manager, Assistant General Manager as well as the the Board of Directors,.

In addition, the EA will support, when necessary, the Leadership Team, performing in a manner that demonstrates a high level of professionalism.

The EA is required to demonstrate a high degree of composure and flexibility when faced with managing multiple conflicting priorities for multiple stakeholders.

KEY RESPONSIBILITIES:

The role of the Club's Executive Assistant is to provide support both to the Board of Directors in its governance responsibilities and to the General Manager/Assistant General Manager.

Within the Club, the Executive Assistant ensures the integrity of the Governance framework, by being responsible for the efficient administration of the Club and assisting the GM and Board with ensuring compliance of the Club's By-Laws.

Administrative Support to GM and AGM:

Provide support to the Club's General Manager and Assistant General Manager.
Assist the General Manager in implementing the decisions of the Board of Directors.
Governance liaison for the Board of Directors and Senior Leadership Team
Maintain filing system (assist with updating to digital) for efficient retrieval of information.
Responsible for maintaining the corporate records of the Club.
Schedule meetings and appointments for the GM.
Drafts correspondence as requested by the GM and AGM. This includes correspondence with a network of contacts, including but not limited to Government and Reciprocal Clubs.
Maintain the Club's By-Laws, Rules and Regulations and Club records.
Assists in maintaining the master event calendar of the Club.
Assists with other administrative tasks when necessary.
Update employee phone/contact sheet.
Management of Member comments for the comment log.
Performs all other duties as required by Management.

Board of Directors Support:

- "Secretary" for the Board of Directors

Develops Board agendas, draft resolutions and takes minutes for Board Meetings and Member Meetings.
Provides support to the Commodore, Vice
Commodore and Board of Directors.
Drafts correspondence as requested by the Board.
Schedules Board meetings.
Event coordination for Board specific events including the Annual General Meetings, Meeting of Members, Town Hall/Info Sessions, and Strategic Planning Retreats.

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Prepares agendas, presentations, meeting materials, notice of meetings and scripts for Member Meetings.

Coordinates registration, proxy management and presentations for Member Meetings.
Responsible for Annual Report to Members.
Assists with onboarding and the orientation of new Board Directors.
Coordinates dissolving and reestablishing of Committees annually.
Participant on the Club's Governance Committee.

QUALIFICATIONS:

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University/College degree, in Business Management preferred.

Minimum of 3 years' experience as an Executive Assistant.
Member Club experience is an asset.
Technical Proficiency: MS Office programs (including advanced experience with Outlook, PowerPoint, Word and Excel).
Experience with board document portals (such as Boardables) is an asset.
Excellent written, interpersonal, and communication skills.
Detailoriented with strong organizational skills.
Discretion with confidential information.

HEALTH AND SAFETY**:

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Must work in compliance with the Occupational Health and Safety Act Regulation and follow in accordance with the Club's Health and Safety policies and procedures.

Report all accidents, illnesses, or 'near miss" incidents to your direct reporting Manager immediately.

HOURS OF WORK:

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Standard business work week with occasional evening Board/Committee meetings.

Occasional weekends for Club wide events.

ACCOMODATION:

The Royal Canadian Yacht Club is proud to be an equal opportunity employer committed to a diverse and inclusive workplace. We ensure that all individuals are treated equally, respectfully and with integrity. We welcome resume submissions from all qualified applicants and thank you for your interest in the Royal Canadian Yacht Club. If accommodations are required, please contact Human Resources directly. All information received will be addressed confidentially._