Executive Assistant and Board Secretariat Position overview The executive assistant and board secretariat provides strategic administrative and governance support to the CEO and Board of Directors. The role is responsible for ensuring the efficient coordination of executive operations, supporting effective governance practices, strengthening organizational processes, and contributing to the smooth day-to-day functioning of SafeCare BC. The position acts as a […]

The executive assistant and board secretariat provides strategic administrative and governance support to the CEO and Board of Directors. The role is responsible for ensuring the efficient coordination of executive operations, supporting effective governance practices, strengthening organizational processes, and contributing to the smooth day-to-day functioning of SafeCare BC. The position acts as a trusted partner to the CEO and regularly exercises discretion, sound judgment, and a high degree of confidentiality.

Acts as a trusted partner to the CEO by anticipating needs, managing competing priorities, exercising sound judgment, and proactively identifying opportunities to improve executive effectiveness.

Executive support Include:

CEO calendar management

Meeting preparation

Briefing materials

Action tracking

Confidential support

Governance and Board administration Experience supporting a Board of Directors or senior executive team, including governance processes, agenda preparation, minute taking, and maintaining confidential governance records.

Coordinate all Board, Executive Committee and committee meetings.

Prepare agendas and board packages.

Maintain governance records.

Record and distribute minutes.





Coordinate AGM.

Support Board evaluations and recruitment.

Maintain governance calendar.

Ensure compliance with the Societies Act and bylaws.

Office and organizational operations

Office coordination

Document management

Administrative procedures

Executive projects Supports organizational initiatives sponsored by the CEO

Coordinating projects

Tracking milestones

Preparing progress reports

Researching information

Following up on action items arising from executive and Board decisions.

Technology and systems Supports the effective use of organizational technology including Microsoft 365, Teams, SharePoint, virtual meeting platforms, electronic document management, AI-enabled productivity tools, and other business systems. Provides first-line administrative support for these systems and identifies opportunities to improve efficiency through technology.

Reviews administrative processes and recommends improvements.

Develops templates and standardized processes.

Documents procedures.

Supports organizational quality improvement initiatives.

Technology

Microsoft 365

Teams

SharePoint

Outlook

Zoom

Board management software

AI productivity tools

CRM systems

Core competencies

Planning and organizing

Communication

Relationship building





Judgment and discretion

Digital literacy

Initiative

What you will bring: Collaboration and communication

Solid written and verbal communication skills.

Able to work independently while contributing effectively within a collaborative team.

A willingness to pitch in wherever needed to support the team.

Organization and attention to detail

Has a high level of attention to detail and accuracy.

Has excellent organizational and time management skills with the ability to manage multiple priorities.

Mindset and approach

A proactive,solutions-focused mindset.

Sound judgement and the ability to adapt when plans change.

Curiosity, initiative, and a desire to continuously improve how work gets done.

Qualifications: Diploma or degree in business administration, public administration, office administration or a related discipline, or an equivalent combination of education and experience.

What SafeCare BC offers

$80,000 - $90,000 per year

Safe and healthy organizational culture

Health benefit plan with tele-health

Meaningful work with the opportunity to contribute to positive change

Career development support and growth opportunities within learning and development

A great team atmosphere and people-first cultureHybrid work setting

Chance to travel within the province

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📌 Executive Assistant and Board Secretariat (Winnipeg)
🏢 SafeCare BC
📍 Winnipeg