Executive Assistant And Board Secretary in Banff

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

Opportunity

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

Roles and Responsibilities

• Administrative/Office Support
  • Proactive in recognizing and identifying items requiring immediate attention/action.
  • Recognize internal sensitivities and direct initiatives accordingly.
  • Develop and facilitate helpful and effective lines of communications between the President and The Leadership Group (TLG) 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 and on occasion the TLG as required.
  • Exercise independent judgment, diplomacy, and skill in decision‑making, especially in the absence of the President and CEO.
  • Provide support to the President and CEO in all activities to ensure the smooth flow of information and activities in a multi‑faceted operation with ever changing priorities.
  • Ensure that documents are of a professional nature including being fully edited and professionally formatted.
  • Collaborate with internal department representatives or TLG for the purpose of coordinating activities related to the President’s office, Board Relations, and Banff Centre as a whole.
  • Promptly advise the President and CEO of sensitive issues within Banff Centre.
  • Prioritize and action incoming correspondence and distribute to appropriate individuals.
  • Regularly handle and prepare all aspects of confidential and sensitive documents ensuring professional standards are adhered to.
  • Collect information, research, prepare records, papers, briefing notes, articles, and announcements for both internal and external parties.
  • Prepare/distribute agendas for The Leadership Group (TLG) meetings; and on as required basis, attend meetings for the purpose of recording the minutes and initiate required actions resulting from meetings.
  • Compose responses to routine correspondence for signature.
  • Ensure compliance with applicable privacy laws.
  • Responsible for ensuring that the President’s Office and Board Office comply with Banff Centre’s Records Management Policy and related procedures.
  • 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.
  • May provide assistance to the President and CEO with aspects of their personal lives such as organizing board meetings with other organizations and scheduling of meetings.
  • Ensure and coordinate office supplies and equipment requirements (computer/cell phones/ergonomic desk requirements) are available for the 3rd floor staff and support office set ups or changes as required.
• 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 governor/director’s inquiries regarding logistics, travel, and reimbursement.
  • Coordinate travel and accommodation as required.
  • Ensure TLG have the information required for the Board meetings, apprising them as to what the Board 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 decision‑making.
  • Ensuring board materials are distributed in a timely manner.
• Communications
  • Communicate information between the President and CEO, General Counsel, internal department staff and external agencies in a timely and professional manner.
  • Receive inquiries from the public, staff and community members and redirect appropriate personnel in a helpful, tactful, and professional manner.
  • Respond independently to inquiries and inform and consult with the President and CEO or General Counsel, as appropriate, on actions taken.
• Scheduling/Meeting Coordination
  • Manage and maintain daily appointment schedule, arranging and rearranging as required.
  • Coordinate logistical requirements for both internal and external meetings, communicating effectively to meeting participants and internal departments ensuring clear understanding of meeting requirements (set up, location, food, and beverage requirements).
  • Prepare background notes and provide necessary supporting documents for appointments and meetings to ensure the President and CEO, General Counsel and TLG are fully prepared.
• Event Coordination
  • Arrange and coordinate non‑donor (e.g., board meetings, meetings with faculty/artists, government officials etc.) functions hosted by the President & CEO on an as required basis.
  • Coordinate and assist with the successful delivery of non‑donor special events and functions hosted by the President and CEO both on campus, off campus and abroad on occasion.
  • Based on the direction of the President and CEO the EA will work with internal departments and external partners to deliver high quality and well‑organized non‑donor functions including, but not limited to, regular Board meetings.
  • The EA will oversee all arrangements including food and beverage, venue, equipment, flowers, invitations and RSVPs, guest rooms, etc.
  • The EA must utilize excellent communication skills in working with internal departments to ensure events are of a high caliber and meet the needs of the President and CEO.
  • Deliver tours as assigned for Banff Centre for Board Governors, government officials etc.
• Financial
  • Responsible for initiating and completing travel expense forms for President & CEO, board governors/directors, General Counsel, and on occasion TLG.
  • Ordering office supplies in a responsible manner.
  • Monitoring and managing event costs within assigned budget.
  • Prepare and submit requests for reimbursements/purchase requests and reports and other related internal documentation.

Qualifications and Educational Requirements

• 5+ years of experience in a senior administrative support role.
• Undergraduate degree or diploma in business or a related field.
• Experience in handling a wide range of administrative and executive support with minimal direction.
• Proven ability to skillfully balance the high volume demands of supporting a President and CEO, senior leaders and general counsel and board relations.
• Ability to thrive in a fast paced, high‑pressure environment.
• Possessing a high degree of tact, initiative, and concern for accuracy and confidentiality is crucial in this role.
• Ability to apply critical thinking and analysis towards problem identification and resolution.
• Must be flexible and able to deal calmly and effectively with shifting priorities.
• Possess advanced writing skills to assist in the preparation of correspondence and reports, typically preparing from raw materials and be able to provide professional report editing.
• The incumbent must have an eye for detail and be proactive.
• Strong project management skills for high work volumes, which enables the completion of tasks within given deadlines.
• Sound judgment for effective support the President and CEO, General and Board Relations incumbent and on occasion Senior Leaders in a proactive and resourceful way.
• Strong attention to detail is a must.
• Effective oral and written communication skills.
• Able to speak professionally and eloquently with high level donors, Board of Governors, etc.

Employment Terms and Benefits

In accordance with the terms of employment governing Management/PSP employees, this is a salaried, full‑time position, subject to a 6‑month probationary period. The salary range for this position is $68,714 to $102,040, based on experience. The successful candidate will enjoy twenty paid vacation days and four personal days annually, extended medical and dental benefits, and participation in an employer‑matched pension plan.

Benefits of working at Banff Centre are:

• Transitional staff housing (based on availability)
• Professional development
• Employee Assistance Program
• Health care spending