Executive Assistant To The CEO
London Public Library London area
closes in 5 days (Fri, 29 Oct) full time
• Salary to commensurate with education and experience.
Library Space is Community Place! LPL strengthens people and neighbourhoods by creating connections that enrich lives, inspire discovery, foster creativity, and expand possibilities.
London Public Library, through its network of 16 branches located throughout the city, is a dynamic and innovative library system that provides accessible, relevant, high quality library services that make a difference in the lives of Londoners. Located in the heart of southwestern Ontario at the midpoint between Windsor and Toronto, London has a population of more than 350,000 and is an ideal place to call home.
Join the Library team as our new Permanent Full Time:
EXECUTIVE ASSISTANT TO THE CEO
PURPOSE OF THE ROLE
The Executive Assistant to the CEO & Chief Librarian (CEO) provides complex, comprehensive and confidential executive support to the CEO, the Directors, Library Board (Board) and members of the Senior Team so that they may successfully achieve governance and organizational oversight of London Public Library (Library). Primary duties include managing all aspects of the meetings of the Board and Board Committees, managing all aspects of Management meetings, implementation and maintenance of LPL’s corporate records management and confidential Human Resource documents, and system-wide statistical gathering.
Support to CEO and Board 50% of time
Assists the CEO and Board in successfully achieving governance, financial and organizational oversight of London Public Library.
Coordinates onboarding of new Board members. Supports the CEO with Board orientation and education. Maintains the "Board Orientation Manual" and coordinates Board attendance at conferences, workshops and events.
In consultation with Financial Services, provides status reports for Board and CEO expenditure as requested.
Participates with the CEO and Senior Team in the development of and cyclical review of Board policies and communication/distribution of policy updates.
Organizes and participates in preparation and distribution of Board and Board Committee meeting schedules, agendas, minutes, reports, etc. Ensures set up of meeting room/technology and food/beverage services for in-person meetings.
Attends all Board meetings and Board Committee meetings and acts as Secretary to the Board as delegated by the CEO in accordance with the Public Libraries Act of Ontario and prepares documents such as correspondence, reports, agendas, and minutes.
Ensure all Board meetings and Board Committee meetings are conducted in accordance with relevant governance and procedural standards.
Supports the CEO and Board with legislative compliance (Public Libraries Act, etc.)
Coordinates the Board delegation process and answers inquiries regarding the application of Board policies, referring appropriately when necessary
Supports the work of the Historical Sites Committee of the Library Board and the Friends of the Library. Organizes and participates in preparation and distribution of meeting schedules, agendas, minutes, reports, etc.
Plans and coordinates Board-sponsored special events and functions; collaborates with Managers as appropriate.
Coordinates all aspects of Board Member, CEO attendance at library conferences or other events.
Provides administrative assistance to the CEO.
Undertakes research, as required
Prepares and processes purchase orders, invoices and cheque requests as required.
In consultation with Financial Services, assists in monitoring Board and Administrative budgets
Support to Management 30% of Time
Supports the Senior Team’s strategic and organizational planning.
Facilitates responses to members of the public in regards to customer service concerns received by the CEO’s office;
Supports the daily operation of the Senior Team. Organizes and participates in preparation and distribution of Senior Team and Executive Team meeting schedules, agendas, minutes, reports, etc.
Supports emergency protocols by maintaining information to internal and external key contacts.
Coordinates all aspects of Senior Team attendance at library conferences or other events.
Provides event support for major LPL functions (e.g. official branch openings)
Maintains office furniture, equipment and supplies for administration area.
Records time and attendance for Management employees. Maintains consolidated vacation schedule.
Supports gathering of statistics and other data for Library sector reporting
Records Management and Privacy of Information 20% of time
Oversees management of the Library’s Corporate Records Management model: inputting of data/records into records management software; maintaining filing classification system; doing content inventory; preparing records for storage; retrieving records as required; and withdrawing / deleting records according to Library retention and disposition schedules. Responds to internal information enquiries and provides support to staff in the use of the Library’s records management system.
Oversees transition from hard copy to digital retention and overall revision of the Library’s retention schedule
Handles records management functions related to Library deeds, contracts and other legal instruments.
Handles all records management functions relating to the Library Board including policies, minutes of meetings, correspondence, etc.
Maintains accurate and secure files and records, including confidential records, that are easy to access, understand and reference.
Assist with responding to Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) request. Maintains all documentation.
Supports Human Resource in maintaining confidential personnel documentation
Performs other duties as assigned.
Successful completion of related post-secondary program.
Experience providing executive assistance to a CEO/Director and/or Board of Directors.
5 years of progressively complex senior administrative roles including specialized knowledge of Board of Governance procedures and records management.
Public sector experience an asset.
Key Competencies: Knowledge, Skills, and Abilities:
Exceptional customer service focus.
Excellent organizational skills. Proven ability to multi-task and work accurately with attention to detail in a busy environment. Ability to meet deadlines.
Ability to interact communicate effectively, using discretion and diplomacy, with differing audiences, e.g. all levels of employees, the general public, elected officials, public sector/government departments.
Ability to communicate effectively, using discretion and diplomacy, with differing audiences, e.g. all levels of employees, the general public, elected officials, public sector/government departments.
Demonstrated ability to work independently and collaboratively in a team environment.
Strong critical thinking, planning and time management skills.
Excellent strategic thinking and planning skills
Knowledge of the Library as an organization
Knowledge of policies, processes, procedures, and systems
Excellent oral and written communications skills.
Superior computer skills with advanced proficiency in Microsoft Office applications (Word, Excel, Power Point), database management and team collaboration tools.
Familiarity with creating accessible documents
Experience in a unionized environment is an asset.
Valid driver’s license.
Ability to work evenings and weekends is required.
Salary to commensurate with education and experience.
This is an Excluded position from the Bargaining unit.
Candidates are requested to submit a detailed resume outlining experience and qualifications by October 29, 2021 to:
The London Public Library will provide accommodation to applicants with disabilities in its recruitment processes upon request consistent with the Ontario Human Rights Code and the AODA regulations.
Applicants for employment, who have been provided with a conditional offer of employment will be asked to provide, at his or her own expense, a satisfactory Police Vulnerable Sector Check and/or Police Information Check, as applicable.
While we appreciate all applications received, only those invited for an interview will be acknowledged. Any personal information submitted will be managed in accordance with the requirements of the Municipal Freedom of Information and Protection of Privacy Act and will be used only to determine eligibility for employment.
We are an equal opportunity employer
How to Apply
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Contact Details Human Resources
251 Dundas Street, London, ON London Public Library,
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