Executive Assistant

JOB DESCRIPTION

General

Under the general supervision of the Chief Executive Officer (CEO), the Executive Assistant (EA) provides administrative support to the CEO, the Board of Governors of The Manitoba Museum, and the Board of Directors of The Manitoba Museum Foundation. Maintaining and coordinating activities and functions of the CEO’s Office, the EA works in a confidential, self-directed, and independent manner, exercising appropriate judgement, diplomacy, and discretion. Serving in the capacity of Recording Secretary at all meetings of the Board of Governors and committees, as well as various operational committees, the EA is responsible for the maintenance and security of all Board minutes, organizational documentation, governance and institutional policies and procedures, and acts as the Coordinator of The Manitoba Museum’s Annual General Meeting.

2. Key Accountabilities and Typical Duties

Priority #1: Support to the CEO

To provide administrative, research, and planning support to the CEO, including but not limited to drafting written correspondence, coordination and organization of records/files, a compilation of business planning documents, budget monitoring, and meeting preparation, in order for the CEO to effectively execute their role.

• Provides administrative support to the CEO, managing the CEO’s calendar of meetings and attendance at various internal and external engagements.
• Composes and processes correspondence of a highly confidential and/or sensitive nature.
• Prepares files for the CEO, ensuring they are provided with all relevant material for upcoming meetings and are well briefed on important organizational matters.
• Coordinates data collection, conducts comprehensive research and maintains an extensive filing and records management system for the office of the CEO.
• Maintains organized, accessible and current filing and record-keeping systems in accordance with applicable standards, policies and procedures.
• Provides administrative support to the Directors’ Team in the development of organizational plans; meeting schedules, strategic plans, business plans, and operational plans.
• Monitors the office of the CEO budget, Board expenses, etc.
• Shadows and supports the CEO at Museum functions, e.g. the yearly Tribute Honouree dinner.
• Records Management Team meeting notes, prepares agendas and compiles meeting materials.
• Contributes as a member of the Social Committee.
• Anticipates, plans and assists with the information gathering and submission of the yearly Provincial Funding Operating Budget application and request.

Priority #2: Support to the TMM Board of Governors and TMMF Board of Directors

To act as a liaison and provide administrative and scheduling support to the Museum’s Board of Governors and the Foundation’s Board of Directors, including but not limited to recording and distributing all committee meeting minutes/notes, coordinating the annual meeting schedules, coordinating of Board materials, and drafting of communications as requested, in order for the Board and standing/ad-hoc committees of the Board to effectively execute their mandates.

• Plans and produces meeting agendas and agenda documents in advance of Board and Committee meetings; coordinates with the Directors’ Team on matters going to the Board for review and approval in a timely manner.
• Provides administrative support to the Museum’s Board of Governors and the Foundation’s Board of Directors.
• Communicates and conveys important matters to the Museum Board of Governors and Foundation Board.
• Composes and processes correspondence of a highly confidential and/or sensitive nature.
• Records and distributes minutes and other relevant meeting agenda information to appropriate participants in a timely manner as well as maintains official records, Board minute books, files and records.
• Establishes annual schedules of Board, Executive, Nominating & Governance, Revenue, Human Resources & Compensation, Finance, Audit, Investment, and Pension Committees meetings including the review and preparation of agendas, a compilation of materials pertinent to the meetings, coordination of relevant divisional submissions, ensuring completeness of all packages.
• Arranges the logistics for all meetings, Board gatherings, as well as Board Development workshops.
• Produces all correspondence, orientation materials, and information relative to appointed and elected Board members (including bios, terms of office and coordination with the Province on Order-In-Council Appointment expiry/notification).
• Researches, gathers, analyses, and compiles data for the Board, Executive, Foundation and CEO; develops timelines, schedules, spreadsheets, templates & tables; and tracks projects and deadlines, as required.
• In consultation with the CEO, confers with Legal Counsel on matters pertaining to policy interpretation, by-laws, or legislation.
• Develops the timeline for the Annual General Meeting to convey to the Membership, including the draft of the Annual General Meeting speaking notes for the CEO, Board Chair, Vice-Chair, Treasurer, Secretary and Legal Counsel. Ensures quorum at the Annual General Meeting.
• Serves as administrative liaison between the Board Chair, the Board of Governors, & Legal Counsel.
• Corresponds with the Museum’s Pension Plan Fund Managers on behalf of the Director of Finance & Operations and the Investment Committee for review of quarterly Fund Manager information and documents for Investment Committee meetings.

Priority #3: Support the Directors’ Team, Management Team, and the Whole Museum

To provide administrative assistance to the members of the Directors Team and Management Team for meetings/events, project and time tracking, and general correspondence as requested.

• Manages the process of ongoing policy project updates and completes necessary tasks associated with researching, developing, writing, revising and circulating policies for Board review, approval and implementation.
• Orders office supplies, Executive Office server/kitchen supplies, and Board/Committee meeting dinners/lunches when needed.
• Drafts monthly Management Team agendas, records and distributes Management Team meeting notes in a timely manner.
• Authorizes/accepts Outlook Calendar meeting requests for the Boardroom, Mathewson Reading Room and Library on a daily basis.
• Assists with General Staff Meeting coordination of AV requirements, information distribution to staff and other duties as required.
• Assist the Director of Finance & Operations with Special Projects, incoming and outgoing mail and drafting miscellaneous correspondence.
• Reviews, and proofs the Annual Report for omissions and/or errors.
• Provides support to the Director of Fundraising and team, and works/attends the yearly Tribute Honouree dinner/event to assist with logistics, and the welcoming of guests to the Museum.
• Processes invoices and purchase orders for processing to the Finance Office.
• Manages and submits the requirements for the Imagine Canada Accreditation standards program for yearly re-certification.
• Submits yearly Provincial Companies’ documentation for the Museum and Foundation, et al.
• Advocates, supports and is an Ambassador of The Manitoba Museum.

Perform other duties as reasonably assigned

• Open and close the Library on a daily basis.

MINIMUM REQUIRED QUALIFICATIONS

Skills, Abilities and Knowledge

• Ability to anticipate, plan, initiate, coordinate and monitor multiple activities, timelines and requirements of the CEO, Boards, and Management.
• Sound judgment, discretion, and absolute confidentiality.
• Knowledge of rules of order, the Corporations Act (MB), and Imagine Canada Standards.
• Ability to support a performance-driven, high-quality environment.
• Responsive to feedback and guidance, taking the initiative to learn and adjust as processes change.
• Word processing ability of a minimum of 70 words per minute.
• Knowledge and application of procedures, business operations and corporate communications, protocol, and office etiquette in line with the Museum’s Code of Conduct.
• Ability to establish and maintain effective working relationships.
• Strong oral and written communication skills.
• Computer literacy in MS Office Suite, and Office 365.
• Knowledge of The Manitoba Museum Act, the Museum’s policies, procedures, and by-laws is an asset.

Education, Training & Experience

• College diploma or University degree in business administration, office management.
• Minimum five years of advanced administrative support experience for a senior administrator or CEO.
• Equivalent combination of education and experience.

This is a full-time permanent position. The salary starts from $55,686.66 to $66,492.79 per annum depending on experience. Please submit your resume and cover letter by January 27, 2023 to:

Manager of Volunteer & Employee Relations The Manitoba Museum

190 Rupert Avenue Winnipeg, MB R2B 0N2

Email: [email protected] Fax: (204) 942-3679

The Manitoba Museum is committed to inclusion and employment equity and welcomes diversity in the workplace. This document is available in other formats and accommodations will be provided throughout the selection process upon request. Contact Human Resources at 204-956-2830 if you have an accommodation request.

We thank all applicants for their interest, only those being considered for interviews will be contacted. We are not able to acknowledge receipt of applications submitted via fax or mail.