Description:
The duties for this position may involve but are not limited to:
Office Administration
- Performs varied administrative duties and clerical functions in connection with the operation of the office, including the operation of office equipment and computers, utilizing a variety of desktop applications and corporate systems.
- Manages the Board’s general email inbox and phone line and ensures a prompt response or triage to appropriate staff.
- Coordinates registration and attendance of Board members and staff for conferences, meetings and events.
- Prepare and process Board credit card and expense claims, invoices and payments as required.
- Be informed on matters that fall within designated areas of responsibility, and ensure essential Board business is supported in the absence of the Executive Director.
- Conducts background research and retrieves information on various matters.
- Maintains continuous awareness of policing and municipal matters, departmental administrative systems and procedures, organization structures, and major activities in order to provide effective administrative assistance.
Assist with Board Meetings
- Handles and coordinates scheduling of Board and Committee Meetings and member attendance and ensures that the appropriate information, resources and support is provided.
- Assist the Board Manager with preparations including catering and attendee accommodations as required.
- Circulate meeting information and updates to Board Members and attendees.
- Support the Board Manager in the delivery of the hybrid meeting format.
- Takes/transcribes minutes at meetings, as required.
Document Management
- Maintain the Board’s electronic and physical filing system ensuring documents are correctly entered into the Board’s SharePoint site (RMS) in accordance with the Board’s Records Management policy.
- Maintain correspondence, information and confidential files of the Board in accordance with the Board’s retention schedule.