Executive Assistant and Governance Coordinator
Finance and AdministrationFull TimeOntario
Reporting to the Director, Corporate Services, the Executive Assistant and Governance Coordinator will provide administrative and governance support to ensure the effective day-to-day operations of the Institute. This position requires flexibility, attention to detail and the ability to organize and manage a variety of tasks to successful completion. Working independently, the Executive Assistant and Governance Coordinator will possess excellent written and verbal communication skills and is skilled in using tact and diplomacy to build strong and lasting relationships with the team, Board members, key stakeholders and partners.
Who We Are
The Vanier Institute of the Family is a national, independent, charitable organization dedicated to understanding the diversity and well-being of families in Canada. A national resource for anyone interested in or involved with families in Canada, the Institute provides information and evidence-based insights to facilitate the work of those who study, serve and support families. Through research, publications, partnerships and collaborations, presentations and social media, we elevate the national understanding of families in Canada. Our culture is one of respect and inclusivity. For more information about the Institute, visit here.
The Vanier Institute of the Family was founded in 1965 by Governor General Georges P. Vanier and Madame Pauline Vanier. They envisioned an enduring organization dedicated to understanding and sharing the understanding of families in Canada. This vision, along with the commitment of the founding thinkers, staff team and volunteers from across the country provided a solid foundation from which the Vanier Institute has since grown. In the almost 60 years that have followed, Canada’s family landscape has changed significantly, but the importance of families has not. The Vanier Institute remains as committed as ever to carrying on this legacy as it continues to expand the national understanding of families in Canada.
What You Will Do
As an Executive Assistant, this role will require you to assist and support both the Executive Director and the Director, Corporate Services with correspondence, travel logistics, document preparation and records maintenance. This includes ensuring the efficient and effective coordination of all meetings and scheduled appointments. Additionally, you will offer ad hoc administrative assistance to the Board of Directors, from time to time, as required. As a key position within the Institute, you will provide administrative support to our small team to best ensure that the day-to-day activities within the office run smoothly.
As the appointed Governance Coordinator, you will provide timely and accurate draft Board and Committee agendas, including coordination, preparation and distribution of briefing materials, meeting agendas, notifications and meeting minutes. As the Recording Secretary, you will assist in coordinating and attending meetings of the Board and Committees, draft minutes of the meeting, report on outstanding agenda items, and provide accurate information to Board and Committee members in a timely manner, as required.
Within this role, you will maintain the record management system of the Vanier Institute in line with legislation, regulatory and government requirements. You will be required to work with the Director, Corporate Services and the Accounting department to coordinate the legislated filings with CRA and other government departments to ensure compliance with appropriate legislation and regulations. This also includes:
- Working closely with the Director, Corporate Service and the Corporate Secretary of the Board to maintain the integrity and accuracy of the records for all governance policies and directives, including by-laws
- Assisting the Director, Corporate Services and the Chair with coordinating and planning all aspects of the Institute’s Annual General Meeting
What You Need
Your educational background will consist of a post-secondary degree in a business-related field or equivalent years of experience. You will have 5+ years of experience as a senior administrative professional in a similar role, preferably within a not-for-profit institution. You will possess relevant corporate governance or Board support experience, including experience supporting senior leaders.
During your career, you will have demonstrated excellent organizational skills and attention to detail, while taking pride in delivering high-quality and timely work. Your continual efforts to improve the organization are demonstrated through your constant attempt to improve day-to-day processes, the pursuit to develop new skills and the ability to adapt to changing requirements.
As a central role within the organization, you will need to have excellent written and oral communication skills in English. Our preference is for you to have these skills in both official languages.
These are the other essential qualifications that we will be looking for:
- Experience in the virtual environment, using MS Teams, Zoom and other similar technologies to manage complex meetings and virtual communication requirements
- Advanced skills in workplace platforms: MS Teams, MS Office 365 (Word, Excel, Outlook, PowerPoint, SharePoint)
What You Bring
- Demonstrated ability to work collaboratively and effectively with internal staff and external stakeholders at all levels within organizations; this may include Board, Alumni and others, such as researchers, government representatives, community organization members and members of the general public
- Impeccable communication skills
- Solid judgement and discretion when dealing with confidential information
- A constant commitment to values that define a team player, such as honesty, transparency, forthrightness, sensitivity to others and the highest standards of integrity in all areas within the organization
What We Have to Offer
Your annual salary will be determined based on your proven experience and skills/competencies to fulfill the role. We offer a great total compensation package that includes health and dental benefits, participation in the Canada Life Group RSP program, and a generous vacation and holiday policy. We offer a fast-paced, yet fun, collegial and supportive work environment. Our office is centrally located and close to the OC Transpo Baseline Station, with convenient shops nearby.
You will need to be located in Ottawa, to support employee and team engagement. In addition, you will need to be flexible to travel on occasion, as needed, so you must hold a valid and non-expired passport.
If this opportunity intrigues you and relates to your experience, then we want to hear from you. Please take the time to tell us about yourself in a cover letter – we want to hear your story – your background, your accomplishments, and why this role is a good fit for you and your career at this time.
We are an equal opportunity employer and welcome applications from all qualified individuals, including, but not limited to, women; persons with disabilities; racialized persons; First Nations, Inuit and Métis; and persons of any gender identity and sexual orientation. The Vanier Institute of the Family is committed to providing an inclusive and barrier-free recruitment process and work environment.
You must be legally allowed to work in Canada in order to be eligible for this position. Please note that all applications will be acknowledged. Those selected for an interview will be contacted directly. The posting will remain active on our website until we successfully fill the position.
We anticipate the first round of interviews to be scheduled the week of January 24, 2022, so please send your application in before January 16, 2022.
Please contact us in confidence and provide notice in advance if you require accommodation at any stage of the recruitment process. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity.