Under the general administrative direction of the Board of Directors, the incumbent will be responsible to perform all duties of an Executive Assistant/Board Secretary, including, but not limited to, a variety of administrative duties involving a high degree of accuracy, tact and diplomacy, independent judgement and effective oral and written communication skills.
The Executive Assistant/Board Secretary is directly responsible to the Board; however, she/he will be required to work independently, with general oversight by the BOD. The Executive Assistant serves as Secretary to the Board and is the custodian of, and person responsible for, the safekeeping and maintenance of all official records, resolutions, minutes, contracts, and other formal documents and records of CAPA.
The incumbent will be responsible for scheduling meetings assembling and distributing agendas and relevant materials for each meeting. The Executive Assistant/Board Secretary is responsible for internal and external support services, requiring a thorough knowledge of a Canadian “Not for Profit” operation, procedures, rules and regulations. This is a contract position.
- Responsible for the day-to-day operation of CAPA
- Coordinate Board meetings, including virtual meetings, prepare and distribute agendas, meeting notices and other related materials. Prepare and disseminate all documents for Board meetings. Assure posting, mailing, and other CAPA-related known legal requirements are met.
- Attend Board and Committee meetings as required or requested; prepare and finalize minutes in a timely manner, and follow up on projects. Attend meetings outside of established working hours as necessary.
- Responsible for content and posting to, and general maintenance of the CAPA website.
- Coordinate Board nomination process and prepare documents for the nominations call.
- Participate in orientation of new Directors.
- Coordinate, and summarize information (confidential and non-confidential) on behalf of the Board of Directors. Compose and prepare business letters, memos and announcements.
- Responsible for filing, maintaining, and safeguarding all CAPA files, including but not limited to, litigation, resolutions, agendas and minutes. Create and maintain a Record Retention Policy.
- Maintains primary responsibility of monitoring and managing the CAPA email account and responds to inquiries in a timely manner.
- Maintains CAPA community list serve.
- Prepare and distribute CAPA Quarterly Newsletter.
- Maintains Membership contact list along with Institutional voting members.
- Responsible for administering and summarizing the CAPA annual institutional survey
- Organizes annual Board of Directors retreat.
- Perform special projects as assigned by the Board of Directors.
- Maintains the CAPA bylaws and updates as necessary
Event Planning and Co-ordination
- With direction from the Board, the incumbent is responsible for planning the CAPA Annual National Conference
- Coordinate the online Conference registration
- Coordination of print material and conference collateral including delegate packages
- Run point with potential Conference speakers & coordinates presentation materials
- Solicits sponsorships
- Liaises with the conference venue as main contact, for all conference needs including, but not limited to, AV requirements and catering.
- Verify invoices for payments and post-conference reconciliation of accounts.
- Development, administration and summation of the formal conference evaluation
- With direction from the Board, specifically the Treasurer, the incumbent is responsible for
- Assisting with the annual budget creation; maintaining a budget spreadsheet to track expenditures; providing information to monitor allocation of resources.
- Monthly reconciliation of recorded expenses and issuing and processing of invoices.
- Coordinating the annual Audit process.
- Processing the annual Institutional membership invoices.
- Assist the Treasurer in activities related to the bank/financial institutions used by CAPA.
Other duties as assigned commensurate with the skills and duties of the position.
MINIMUM QUALIFICATIONS AND ATTRIBUTES
Any combination of experience and training that would provide the required knowledge and abilities.
EDUCATION: Post-secondary Degree from a recognized Institution
EXPERIENCE: Minimum of three (3) years related experience with providing administrative support for a not-for-profit organization or within a post-secondary environment. Previous experience reporting to and working with a Board of Directors would be considered an asset along with working with Postdoctoral Fellows. Experience in conference and event planning and coordination is key.
KNOWLEDGE OF: Microsoft Office Suite, and ability to conduct Internet searches and prepare synthesis reports. Possess basic accounting knowledge including the use of some accounting software, and fluency in French (spoken and written) would be considered an important asset.
ABILITY TO: Assume responsibility and make decisions; plan and organize. Ability to analyze data, specifically data from surveys, write reports and business correspondence. Ability to effectively present information and respond to questions from Board of Directors and CAPA Membership. Identifying, analyzing, and independently solving a variety of moderately difficult situations and problems. Requires excellent organization skills and the ability to prioritize and meet deadlines. Self-motivated, proactive, independent, results-orientated and organized. Exercises excellent judgment, tact, and diplomacy in interacting with people from within and outside the organization. Strong interpersonal skills and the ability to interact with postdoctoral fellows, faculty, and Board members. Possesses leadership skills and has demonstrated critical-thinking abilities.
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