Executive Assistant & Corporate Secretary

POSITION: Executive Assistant and Corporate Secretary

SUPERVISOR: Chief Executive Officer

ABOUT THE CONSTRUCTION SAFETY NOVA SCOTIA

Construction Safety Nova Scotia (CSNS) is an industry founded and funded membership based not-for-profit association focused on improving Occupational Health & Safety outcomes in the construction industry. Driven by our values of relationships, quality, and innovation and with the support of the Board of Directors, the CSNS team enables a safer construction industry by engaging with the membership organizations to reduce injuries and improve safety culture. CSNS provides subsidized training and services with qualified, competent, and engaging safety professionals. Working with diverse construction employers & employees, youth, and people throughout Nova Scotia, CSNS enables stakeholders to develop the knowledge, values, and skills needed for safer work practices. As leaders in Occupational Health & Safety, and through collaboration with industry partners, CSNS is making Nova Scotia safer.

OVERVIEW OF THE ROLE

Under the direction of and reporting to the Chief Executive Officer (CEO), the Executive Assistant and Corporate Secretary plays a crucial role in supporting the CEO and Board of Directors at CSNS. This multifaceted position involves managing the CEO's schedule, coordinating meetings, as well as prioritizing and handling communication on their behalf. Additionally, they act as the liaison between the CEO, the senior leadership team and employees ensuring smooth communication and collaboration. In the capacity of Corporate Secretary, the role involves overseeing corporate governance matters, liaising with Board members, preparing, and maintaining records of Board/Committee meetings, and ensuring compliance with legal and regulatory requirements. At the CEO’s request, the Executive Assistant and Corporate Secretary also takes on the responsibility of coordinating special initiatives, leveraging their organizational knowledge and connections to ensure successful execution and alignment with the company's strategic objectives. The Executive Assistant and Corporate Secretary supports and promotes the Mission, Vision, Mandate of the Association.

EDUCATION, CREDENTIALS, AND OTHER REQUIREMENTS

• Relevant post-secondary education (diploma in legal administration, paralegal, business administration, business, management, etc.) with advanced training in executive administration.
• 5+ years of proven experience as an Executive Assistant and Corporate Secretary or in a similar role supporting executive leaders and members of the Board of Directors, preferably in a not-for-profit environment.
• Strong skills and experience in corporate governance practices and board administration.
• Proficient in the use of MS Office Applications (Word, Excel, PowerPoint, Outlook, Teams) and other collaborative tools.
• Working knowledge of the provincial Occupational Health and Safety Act and Regulations an asset.

BEHAVIOURAL COMPETENCIES

• Exceptional administrative abilities and organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong customer service and stakeholder relations skills and the ability to build relationships with stakeholders, including senior leadership, Board members, employees, members, and external partners.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
• Expert level written and verbal communication skills.
• Exercises sound judgment; resolves and escalates potential issues.
• Demonstrates a high degree of tact and diplomacy.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Collaborative team player with demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Works as a constructive team member on special projects or initiatives with diverse individuals.
• Demonstrates initiative in professional development, actively seeking new knowledge/expertise which may contribute to the goals of CSNS.

DUTIES & RESPONSIBILITIES

CEO EXECUTIVE SUPPORT

• Manages and organizes the CEO's calendar, prioritizing appointments, and ensuring efficient time management.
• Acts as a liaison between the CEO and the senior leadership team, the Board of Directors, employees, and internal/external stakeholders, facilitating communication and ensuring prompt responses.
• Prepares and proofreads correspondence, reports, and presentations with meticulous attention to detail.
• Anticipates the needs of the CEO, proactively identifying opportunities to enhance efficiency and productivity.
• Communicates directly, and on behalf of the CEO, with the members of the Board of Directors, and member organizations on matters related to CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response.
• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Understands and assesses issues taking place in the environment and keeps the CEO updated.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Collaborates with Marketing and Communications as well as Human Resources to plan and execute stakeholder and employee events and to support CEO preparation.
• Facilitates and coordinates CEO travel arrangements, including itinerary planning and expense reconciliation.

SENIOR MANAGEMENT LIAISON

• Coordinates and schedules meetings, including leadership team meetings, ensuring effective communication and collaboration. Drafts minutes and ensures files are properly maintained.
• Assists in planning and coordinating the agenda of Senior Leadership Team meetings, off-site retreats, employee sessions and other events.
• Participates as an adjunct member of the Senior Leadership Team and assists in the preparation of materials for senior leadership meetings, ensuring accuracy and relevance.
• Acts as a point of contact for senior leadership team members, facilitating communication between the CEO and other executives.
• Works with the Senior Leadership Team in coordinating the CEO’s outreach activities.
• Follows up on contacts made by the CEO and senior leaders and supports the cultivation of ongoing relationships.
• Collaborates with the CEO and senior leaders on special projects and initiatives, ensuring seamless execution.
• Supports the CEO in fostering a positive and cohesive senior leadership team culture.

BOARD GOVERNANCE, SUPPORT AND LIAISON

• Acts as the CEO’s administrative liaison to the Board of Directors and Committees.
• Serves as the primary point of contact for Board members, coordinating communications and providing necessary documentation.
• Maintains discretion and confidentiality in relationships with all Board members.
• Adheres to compliance with applicable rules, regulations, content, and schedule set in the bylaws regarding Board and Committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Drafts and distributes Board and Committee meeting agendas, attends Board and Committee meetings, and compiles/distributes accurate minutes to ensure a comprehensive record of proceedings and timely delivery.
• Plans, executes, and manages Board member onboarding, orientation, and ongoing engagement initiatives.
• Maintains and manages all corporate Board records.

SPECIAL PROJECTS

• Coordinates special projects and initiatives as directed by the CEO.
• Collaborates with various departments to plan and execute special initiatives and projects, ensuring alignment with organizational goals.
• Coordinates initiative and project timelines, milestones, and deliverables, tracking progress and ensuring timely completion.
• Conducts research, compiles data, and prepares reports to support CEO, Board and/or senior leadership decision-making processes.
• Performs other duties as assigned by the CEO.

QUALITY MANAGEMENT

• Familiar with the Mission Statement and the quality policies of the organization.
• Knowledgeable of and consistently applies policies, procedures, and work instructions relevant to position.
• Ensures quality system documentation in the position's care is current and accurate.
• Participates in the continuous improvement efforts of the organization.
• Isolates and/or reports any non-conforming product or service in accordance with policies and procedures.
• Identifies and reports opportunities for improvement.
• Reports any problems or discrepancies with quality system documents.

WHY WORK FOR CONSTRUCTION SAFETY NOVA SCOTIA?

As a valued team member at Construction Safety Nova Scotia, you can make a difference in the lives of Nova Scotians by influencing workplace safety in the construction sector.

Construction Safety Nova Scotia embraces a culture of belonging in the workplace. No matter who you are, where you are from, how you think, what you believe in, or who you love, we welcome your application. We all come from diverse backgrounds and walks of life, bringing in unique perspectives and experiences. We encourage applications from 2SLGBTQIA+, Black, Indigenous and People of Colour (BIPOC), women, newcomers to Canada, and people with disabilities. Please let us know if you require any accommodation in the application and interview process. We are proud to be named a 2023 Employer of Diversity by Atlantic Business Magazine.

In addition to CSNS championing safety, being an equal opportunity employer committed to and developing our employees, as well as promoting a diverse and respectful workplace, we offer the following employment benefits:

• Competitive compensation
• Group Retirement Savings Plan (up to 5% matching)
• Paid Leave (three weeks paid vacation to start and paid time off between Christmas Day and New Year’s Day)
• Professional and career development
• Work Life Integration
• Flexible, supportive culture
• Comprehensive health (medical, dental, vision) and group (AD&D, LTD, Life Insurance) benefits
• Annual Wellness Allowance of $500
• Employee and Family Assistance Program including mental health and telehealth access
• On site parking
• Dog friendly workplace

Candidates should expect that daily on-site/in-office presence is required. Ad Hoc remote work may be performed occasionally by an employee, on an exception basis, with their Manager’s approval, subject to operational requirements or limitations.

Learn more about Construction Safety Nova Scotia at:

Website: constructionsafetyns.ca

Facebook: https://www.facebook.com/ConstructionSafetyNS

Twitter: https://twitter.com/ConstrSafetyNS

Instagram:https://www.instagram.com/constructionsafetyns/

LinkedIn: https://ca.linkedin.com/company/constructionsafetyns

Job Type: Full-time

Salary: $61,200.00-$80,000.00 per year

Schedule:

• Monday to Friday

Application question(s):

• Do you have advanced Microsoft Office experience?
• Do you agree to work primarily onsite?
• Have you previously provided executive support to a CEO and/or President?
• Have you previously provided executive support to a Board of Directors?

Education:

• Bachelor's Degree (required)

Experience:

• Executive Assistant and Corporate Secretary: 5 years (required)
• Board of Directors / non-profit: 5 years (required)

Work Location: In person