Executive Assistant and Board Secretary Banff Centre for Arts and Creativity aims to inspire everyone who attends our campus – artists, leaders, and thinkers – to unleash their creative potential. We acknowledge, with deep respect and gratitude, our home on the side of Sacred Buffalo Guardian Mountain. In the spirit of respect and truth, we honour and acknowledge the Banff area, known as “Minhrpa” (translated in Stoney Nakoda as “the waterfalls”) and the Treaty 7 territory and oral practices of the Îyârhe Nakoda (Stoney Nakoda) – comprised of the Bearspaw, Chiniki, and Goodstoney Nations – as well as the Tsuut’ina First Nation and the Blackfoot Confederacy comprised of the Siksika, Piikani, Kainai. We acknowledge that this territory is home to the Shuswap Nations, Ktunaxa Nations, and Metis Nation of Alberta, Rockyview District 4. We acknowledge all Nations who live, work, and play, help us steward this land, and honour and celebrate this place. The 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. This includes but is not limited to the provision of a wide variety of highly complex administrative and support services. Using effective public relations, problem solving and liaison skills, the incumbent works with considerable independence and exercises discretion in applying policies and procedures while always maintaining strict confidentiality of information. The Executive Assistant coordinates special projects as assigned, and researches and gathers information and data for preparation of reports and/or problem resolution. The incumbent liaises with external and internal stakeholders from a wide variety of disciplines, establishing relationships with community groups and organizations as well as members of the Banff Centre community, and facilitates communication between the Senior Leadership Team (SLT), the Board of Governors, and internal and external contacts. The Executive Assistant reports directly to the President and CEO but works closely with the General Counsel particularly as it relates to matters of the Board of Governors and the Banff Centre Foundation Board. Roles and Responsibilities Reporting to the President and CEO, below are the key accountabilities: 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. Seek assistance from the TLG where required to ensure a professional approach in responding to unusual situations. 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. Ensures 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 too. 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 compliancy 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. Ensures and coordinators 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 (including working with IT, Program Services, Procurement for phones etc.). 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. Ensures 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. (Development is responsible for managing the food and beverage, logistics and guest invites for donor events held at the President & CEO’s house). 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. Coordinate registration and pre-registration, ticket sales (if applicable) and waiting lists in collaboration with Box Office, Conferences, and Front Desk. Coordinate guest accommodation both on- and off-site, in collaboration with Front Desk. Coordinate guest communications related to the events, including invitations, confirmations, thank you notes, RSVPs, and tickets. Take initiative and actively address all guest care for events. Prepare guest lists for events and coordinate and administer RSVPs for events. Coordinate, schedule and train staff and volunteers regarding events. Coordinate post event clean-ups. Coordinate signage design, printing, and distribution. 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. Confidentiality The extensive range of data maintained in the President’s Executive Office will expose the incumbent to sensitive and confidential information. Respect for and maintenance of this confidentiality is a strict requirement for the position. Information relating to any aspect of Banff Centre within the organization, personal and demographic data of external contacts, employees or clients, or any other data to which the incumbent may from time-to-time be exposed, must not be discussed with, given to, or shared with any other individual, any other Banff Centre department, or external to the Centre. The incumbent must ensure no information is provided, in any medium (electronic, video, hard copy, or verbal) to any individual who does not have explicit and direct authorization to this information. 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. Advanced writing skills to assist in the preparation of correspondence and be able to provide professional report editing. Able to speak professionally and eloquently with high level donors, Board of Governors, etc. Excellent customer service skills and can interact with staff (at all levels) with a high degree of tact in a fast-paced and often challenging environment. Advanced skills with Microsoft Suite of products (Word, Excel, Outlook and PowerPoint) Familiarity of basic accounting principles. Knowledge of basic regulations relating to Alberta’s Protection of Privacy Act and Access to Information Act. 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 account Staff cafeteria and restaurant discounts Onsite fitness facility at a discounted rate – first month free for new staff! Application Process We are accepting applications for the Executive Assistant and Board Secretary position until a suitable candidate is found. Candidates offered a position with Banff Centre, in this capacity, will be required to obtain a criminal record check verifying a clear record before a final job offer can be finalized. Visa Requirements: Candidates must be legally eligible to work in Canada. Banff Centre is unable to assist candidates in obtaining Canadian work authorization.