Executive Assistant and Board Secretary - Banff, Canada - Banff Centre for Arts and Creativity

Banff Centre for Arts and Creativity

Verified Company

Banff, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Executive Assistant and Board Secretary:

Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus - artists, leaders, and thinkers - to unleash their creative potential.

We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain.

In the spirit of respect and truth, we honour and acknowledge the Banff area, known as "Minhrpa" (translated in Stoney Nakoda as "the waterfalls") and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) - comprised of the Bearspaw, Chiniki, and Goodstoney Nations - as well as the Tsuut'ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai.

We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Region 3.

We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place.

The Opportunity:

The Executive Assistant and Board Secretary is responsible for providing administrative support and office management to the President & CEO, the General Counsel and on occasion, additional members of the Senior Leadership Team.

Roles and Responsibilities:

Reporting to General Counsel and works closely with the President and CEO, below are some key accountabilities:

Administrative/Office Support

Develop and facilitate effective lines of communications between the President and the Senior Leadership Team, The Leadership Group and other internal department representatives ensuring that tact and diplomacy is exercised in all interactions.
Establish priorities and organize workload accordingly.
Coordinate travel arrangements for the President and CEO, General Counsel and on occasion the Senior Leadership Team as required.
Exercise independent judgment, diplomacy, and skill in decisionmaking, especially in the absence of the President and CEO or the General Counsel.
Provide support to the President and CEO and the General Counsel in all activities to ensure the smooth flow of information and activities in a multifaceted operation with ever changing priorities. Ensures that documents are of a professional nature including being fully edited and professionally formatted.
Promptly advise the President and CEO and the General Counsel of sensitive issues within Banff Centre.
Regularly handle and prepare all aspects of confidential and sensitive documents ensuring professional standards are adhered too.
Collect information, research, prepare records, papers, briefing notes, articles, and announcements for both internal and external parties.
Prepare/distribute agendas for Senior Leadership Team and The Leadership Group meetings.
Ensure FOIP compliancy within all activities and in particular, the President's Office, and General Counsel information.
Responsible for records management for the President's Office and the Board office, ensuring appropriate filing, retention, disposal and archiving of documents.
Oversee the activities of the President's Office, ensure the smooth operation of the department including reception of the President's visitors and the handling and sorting of all correspondence and mail for the President & CEO.

Board Administration

Responsible for scheduling board and committee meetings, supporting the drafting of agendas for approval, taking minutes, and noting action items outstanding from previous meetings.
Responding to the board member inquiries regarding logistics, travel, and reimbursement.
Coordinate travel and accommodation as required.
Ensures Senior Leadership Team have the information required for the board meetings, apprising them as to what the boards may be seeking so they are prepared to respond effectively in meetings.
Under the direction of the General Counsel
Maintaining an annual calendar of board and committee items to be dealt with each quarter.
Scheduling meetings, drafting agendas for approval, preparing required motions for committee and board decisions.
Incorporating programming activity into meeting schedules whenever feasible.
Internal coordination of materials to be distributed to the board for meetings, reviewing materials for quality and completeness to ensure board members have the information required for any necessary board decisionmaking.
Ensuring Board materials are distributed in a timely manner.

Scheduling/Meeting Coordination

Manage and maintain daily appointment schedule, arranging and rearranging as required.
Coordinate logístical requirements for both internal and external meetings, communicating effectively to meeting participants and internal departments ensuring clear understanding of meeting requirements.
Prepare background notes and provide necessary supporting documents for appointments and meetings to ensure the President and CEO, General Counsel and, on occasion, Senior Leaders &/or The Leadership Group