Banff Centre for Arts and Creativity
 
Banff, AB
Banff Centre for Arts and Creativity
Banff, AB

Location
Banff, AB

Benefits
Pulled from the full job description
Dental care
Housing allowance
Paid vacation

Full job description
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, Region 3. 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 is responsible for providing administrative support and office management to the President & 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 and always maintaining strict confidentiality of information.

Roles and Responsibilities
Reporting to General Counsel and works closely with the President and CEO, below are some key accountabilities:

Administrative/Office Support

Develop and facilitate effective lines of communications between the President and the Senior Leadership Team, The Leadership Group 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, General Counsel and on occasion the Senior Leadership Team as required.
Exercise independent judgment, diplomacy, and skill in decision-making, especially in the absence of the President and CEO or the General Counsel.
Provide support to the President and CEO and the General Counsel 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.
Promptly advise the President and CEO and the General Counsel of sensitive issues within Banff Centre.
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 Senior Leadership Team and The Leadership Group meetings.
Ensure FOIP compliancy within all activities and in particular, the President’s Office, and General Counsel information.
Responsible for records management for the President’s Office and the Board office, ensuring appropriate filing, retention, disposal and archiving of documents.
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.
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 member inquiries regarding logistics, travel, and reimbursement.
Coordinate travel and accommodation as required.
Ensures Senior Leadership Team have the information required for the board meetings, apprising them as to what the boards 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.
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.
Prepare background notes and provide necessary supporting documents for appointments and meetings to ensure the President and CEO, General Counsel and, on occasion, Senior Leaders &/or The Leadership Group are fully prepared.
Event Coordination

Arrange and coordinate non-donor functions hosted by the President & CEO on an as required basis.
Coordinate and assist with the successful delivery of non-donor special events and functions hosted by the President and CEO both on campus and off campus.
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.
Coordinate on campus guest accommodation for board members, guests of the President and government officials in collaboration with Front Desk.
Coordinate guest communications related to the events, including invitations, confirmations, thank you notes, RSVPs, and tickets.
Coordinate and administer RSVPs for events.
Prepare guest lists for events.
Coordinate, schedule and train staff and volunteers regarding events.
Coordinate post event clean-ups.
Coordinate signage design, printing, and distribution.
Deliver tours of Banff Centre, as assigned, to board members and government officials
Financial

Responsible for initiating and completing travel expense forms for President & CEO, board member, General Counsel, and on occasion Senior Leadership.
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.
Qualifications and Educational Requirements
3+ 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 executives.
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 and to exercise sound judgment.
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.
Effective oral and written communication skills.
Advanced kills with Microsoft Suite of products (Word, Excel, Outlook and PowerPoint)
Knowledge of basic regulations relating to the Freedom of Information and Protection of Privacy Act would be an asset to this position.
Employment Terms and Benefits
In accordance with the terms of employment governing Management/PSP employees, this is a salaried, fulltime position, subject to a 6-month probationary period.
The salary range for this position is between $58,328 - $86,614, 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 options (based on availability)
Professional Development
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.
Commitment to Diversity

Banff Centre for Arts and Creativity is committed to creating an equitable, diverse, and inclusive campus for students, faculty, staff and visitors. Guided by our values, Banff Centre is rooted in Alberta with provincial, national and global impact. Our strength arises from inclusion; the diversity of people, ideas, perspectives, and cultural backgrounds in our work and team. We encourage women; First Nations, Métis and Inuit persons; members of visible minority groups; persons with disabilities; persons of any sexual orientation or gender identity and expression to apply.

FOIP Statement

Banff Centre for Arts and Creativity, through its third-party vendor, collects and stores information applicable to the candidate profile you create when you submit the information asked for above. The use and disclosure of the collected information is for the sole purpose of job search and placement activities for Banff Centre. The information is subject to the Freedom of Information and Protection of Privacy Act. The information will be retained and when disposed of it is done so in a secure matter.