Executive Board Coordinator and EA to the Board Chair

Executive Board Coordinator and EA to the Board Chair

Job Information
Author alnationtalk
Date January 15, 2021
Type Full Time
Company First Nations Financial Management Board (The FMB )
Location West Vancouver, BC
Category Executive
Client First Nations Financial Management Board
Contact Information
 

FMB Overview

The First Nations Financial Management Board (the FMB) is Canada’s only legislated body that develops and publishes First Nations Financial Management and Financial Performance Standards and upon request certifies First Nations compliance to those standards. The FMB is an Aboriginal institution that provides a suite of financial management tools and services to First Nations governments seeking to strengthen their fiscal stewardship and accountability regime and develop necessary capacity to meet their expanding fiscal and financial management requirements.

The FMB is one of the First Nation institutions created through the First Nations Fiscal Management Act (FMA).  This federal legislation is designed primarily to provide participating First Nations with the tools and capacity needed to facilitate their participation in long-term pooled borrowing through the Capital Markets – on a similar basis as other governments in Canada – to support their social and economic development objectives.

Position Overview

Reporting to the Executive Board Chair, the Executive Board Coordinator provides administrative assistance to the Board of Directors (“Board”), the Board Chair and the Board Vice-Chair.

This position provides exceptional senior administrative support while handling multiple and simultaneous imposed deadlines. Effective communication and the ability to handle a high volume of work is essential to this position.

A professional and confident communicator, our Executive Board Coordinator primarily engages an internally focused position. However, as requested the position may liaise and build relationships with various external stakeholders, partners, organizations and individuals as required. Significant attention to detail, initiative and accuracy is essential for success.

Accountabilities

Executive Board Coordinator:

  • Provide high level administrative support to the Board including coordinating calendars, meetings, teleconferences and other appointments as requested;
  • Operate with discretion when handling sensitive and/or confidential information, prioritizing workflow and level of importance;
  • Manage internal and external correspondences and inquires relating to the Board including confidential and sensitive documentation;
  • Coordinate Board and subcommittee meetings, both in person and video, including development and dissemination of agenda, materials, calendar invites and logistical arrangements;
  • Ensure meeting minutes are accurately recorded (including summarized discussion content, motions, and votes), properly filed and distributed within specified timeframes;
  • Preserve and maintain safekeeping of official minutes of Board of Directors’ and committees’ meetings of the Board;
  • Take appropriate follow-up action on the Board’s decisions, such as notifying interested parties on specific items, securing reports, or finalizing documents for official filing;
  • Communicate all decisions, actions, directives, and important information following Board and committee meetings to the appropriate individuals or stakeholders;
  • Anticipate and follow up on outstanding agenda items, taking action to ensure information is provided to the Board and committee members in a timely manner;
  • Provide administrative assistance to the Board in accordance with Board policy and in compliance with the FMA;
  • Provide administrative assistance to the General Counsel on Board-related matters;
  • Update the Board Manual for Board consideration;
  • Coordinate the annual Board assessment;
  • Plan and coordinate travel arrangements including the booking of air and hotel reservations, preparation and distribution of detailed itineraries; organize any required meetings, dinners, or visits;
  • Prepare and submit expense reimbursements for Board members in a timely manner;
  • Serve as a main point-of-contact for Board members regarding routine board-related information; serves as record coordinator in support of Board records including producing records for legal and regulatory matters;
  • Work closely with the Board on the development and implementation of effective governance policies and processes;
  • Provide content updates for Board member pages on FMB website;
  • Coordinate orientation for new Board members and ongoing education for all Board members in understanding their roles and responsibilities; including requested training;
  • Develop and maintains Board of Directors’ Orientation Manual and other Board-related permanent record documents, updating manual as needed;
  • Ensure Board members’ expense claims are submitted for processing;
  • Provide backup administrative support in the absence of the Executive Assistant to the CEO and Executive Chair.

Executive Assistant to the Executive Chair and Vice-Chair:

  • Provide direct high-level administrative support to the Executive Chair and Executive Vice-Chair including coordinating calendars, meetings, teleconferences and other appointments as requested;
  • Operate with discretion when handling sensitive and/or confidential information, prioritizing workflow and level of importance;
  • Work closely and effectively with the Executive Chair and Vice-Chair to keep them well informed of upcoming commitments and responsibilities, following up appropriately;
  • Ensure that the Executive Chair and Vice-Chair are fully prepared for all engagements by providing vital background information as needed;
  • Coordinate meetings, including development and dissemination of agenda, materials, calendar invites and logistical arrangements;
  • Accountable for taking meeting minutes when requested;
  • Compile information for reports from a variety of internal and external sources; undertake research to locate information, summarize material and recommend follow-up action;
  • Liaise with senior leaders, board members and all levels of staff to collect data and produce a variety of documents for the Executive Chair and Vice-Chair;
  • Compose, designs, format, edit and distribute correspondences, reports, spreadsheets and presentations as requested;
  • Preview all documents, reports and correspondences prepared for executive signature for format, content, grammar, spelling and editing as necessary;
  • Collaborate with all business lines to ensure provision of consistent documents and processes;
  • Produce copied and printed materials as required or requested;
  • Coordinate file management ensuring an efficient digital and hard copy filing system;
  • Communicate with external offices and agencies on behalf of the Executive Chair and Vice-Chair as requested;
  • Handle sensitive, confidential and executive administration, prioritizing workflow and level of importance;
  • Plan and coordinate travel arrangements including the booking of air and hotel reservations, preparation and distribution of detailed itineraries. Organize any required meetings, dinners, or visits;
  • Prepare and submit expense reimbursements for the Executive Chair Executive Vice-Chair in a timely manner;
  • Assist with administrative support for the CEO in the absence of the Executive Assistant.

The Executive Board Coordinator performs other related duties as requested.

Qualifications

  • Post-secondary education in public administration, business administration or a related discipline
  • Minimum of five (5) years of executive level administrative experience including specialized knowledge of Board of Directors, preferably within an Indigenous environment;
  • Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook);
  • Exceptional interpersonal skills, including outstanding oral and written communication capabilities;
  • Ability to handle high degree of confidential and sensitive information with tact and discretion;
  • Exceptional organizational skills and ability to prioritize multiple tasks seamlessly in a rapidly changing environment with excellent attention to detail;
  • Demonstrated ability to maintain impartiality and objectivity;
  • Strong technology skill with meeting minutes taking Experience;
  • Experience working with Federal Government organizations an asset;
  • Must have an understanding, awareness and appreciation of Indigenous culture and history;
  • Should have experience working with Indigenous Governments, organizations and communities;
  • Willingness to participate in ongoing education and training for the role including Indigenous Cultural studies;
  • Must be fluent in English (spoken and written), French language is considered an asset.

Equivalent or relevant education and/or experience may be considered.

Competencies

Communication

  • Conveys information, both verbally and written, with confidence, consistency, effectiveness and clarity, using active listening techniques in order to effectively understand and increase understanding.

Knowledge/Technical

  • Ability to demonstrate proficiency in technical and administrative knowledge to achieve a high level of performance;
  • Keeps informed about current and future trends in relevant areas.

Adaptability/Flexibility

  • Ability to adapt and respond to the changing environment and to constructively create opportunities for change through active participation;
  • Embraces change and demonstrates a willingness to learn new skills and processes.

Discretion and confidentiality

  • Respects the confidentiality of information, spoken and written in confidence and refrains from sharing with others except on a need to know basses and with permission from Board of Directors;
  • Demonstrates skills of discretion and judgement when handling information from the Board of Directors.

Detailed and organized

  • Is alert in a fast-paced environment; follows detailed procedures and ensures accuracy in documentation and data; concentrates on routine work details; organizes and maintains a system of records;
  • Able to manage multiple projects; able to determine project urgency in a practical way; uses goals to guide actions; creates detailed action plans; organizes and schedules people and tasks effectively.

Working Conditions

  • This position is based in West Vancouver, British Columbia;
  • May require occasional national travel;
  • Evening and weekend work may be required occasionally.
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