Job description

Peterborough & the Kawarthas Economic Development (PKED) is a not-for-profit corporation responsible for the delivery of economic development and tourism services on behalf of the City of Peterborough and County of Peterborough. We promote and facilitate business opportunities to create a thriving economy for our residents and communities, resulting in regional prosperity for the region.

Our organization is governed by a volunteer Board of Directors made up of 13 members of our local community representing a diverse cross section of skills and the region’s key business sectors. Members of the Board and its sub-committees meet regularly to oversee PKED’s Corporate Objectives, Goals and General Mandate which are outlined in a Memorandum of Understanding with the City and County of Peterborough.

PKED operates the Business Advisory Centre (BAC) which is one of 54 Small Business Centres in the Province of Ontario, serving as an entrepreneur’s first point of contact with the business support community. Services, consultations, tools and resources are offered free of charge in order to help start-ups and small businesses succeed.

PKED also operates Peterborough & the Kawarthas Tourism (PKT) which is the official Destination Marketing Organization (DMO) for the region. PKT provides industry leadership and destination marketing services to attract visitors to the region and operates a year-round Visitor Centre.

We have a team of dynamic professionals who offer economic expertise that identifies growth opportunities, provides services to existing ventures, and attracts new companies and visitors by sharing the region’s competitive advantages.

POSITION SUMMARY

Reporting to the Director of Operations, the Executive Assistant provides a critical supporting role in the day-to-day activities of the President/CEO and PKED’s Board of Directors. The incumbent must demonstrate an above average level of professionalism and time management skills. An exceptional understanding of customer service is required including communicating with others at various levels, developing relationships with municipal staff and key stakeholder partners. The Executive Assistant responds appropriately to requests and inquiries regarding the President/CEO and/or forwards them to other PKED staff as required. This role requires the ability to take responsibility to achieve outcomes and identify/resolve issues that arise. It also oversees the coordination and administration of all Board of Director meetings and requires the utmost discretion in maintaining confidentiality of information shared in these meetings.

The expected outcomes of this role are to support the President/CEO and Board of Directors in meeting the objectives of PKED’s Memorandum of Understanding with the City and County of Peterborough.

RESPONSIBILITIES

Support the President/CEO:

Support the day-to-day activities of the President/CEO to achieve corporate obligations:

• Serve as a first point of contact for inquiries to the President/CEO, monitor and prioritize inquiries and provide follow-up as required in their absence.
• Based on the President/CEO’s availability, schedule, confirm and organize meetings with staff, Board members and external stakeholders as required.
• Ensure that onsite meeting spaces are secured or that video conference calls in Teams Meetings or Zoom are arranged for meeting participants.
• Oversee the compilation and distribution of meeting materials for participants.
• Submit PKED reports to City and County of Peterborough, as required, in accordance with council meeting schedules and preparation cycles.
• Review council records and reports, BOD minutes and reports to determine how they may impact economic development activities with the region.
• Review community-based research such as homelessness plans and workforce development plans to provide to the President/CEO and Leadership Team.
• Reconcile corporate expenses using internal tracking systems and SAP.

Support the PKED Board of Directors (BOD):

Provide regular administrative support to the BOD as required for a Not-For-Profit organization:

• Schedule monthly meetings for BOD members and sub-committees (such as Finance, Governance, Nominations as required).
• Compile and distribute supporting materials for each meeting ensuring that they are delivered in a timely and efficient manner.
• Attend meetings and provide minute-taking activities following Robert’s Rules of Order guidelines as a permanent record of each meeting.
• Track action items that arise from Board and/or sub-committee meetings
• Coordinate the Annual General Meeting and oversee all duties involved in the successful implementation of the event.
• Assist in the onboarding of new Board members and maintain up-to-date Board resources for training purposes.
• Secure BOD Chair approval for expenses that exceed the President/CEO’s authorization limits.
• Monitor BOD budget using internal tracking systems and process related expenses using Corporate Purchasing Card.
• Secure recognition gifts for Board Members that have completed their terms.

Administration:

• Conform to all PKED corporate policies and procedures as well as internal tracking systems.
• Organize important documentation (hard copy and electronic) in a format that is easily accessible.
• Update relevant BOD and corporate information on the PKED website as required.
• Provide regular feedback on completed tasks.
• Occasionally assist in providing reception coverage during staff vacations.
• Perform other related duties as required.

Project Management:

• Initiate and champion special projects in partnership with external organizations as required
• Manage project life cycle activities: Define project scope, goals, success criteria and deliverables in collaboration with project team and key stakeholders.
• Using Microsoft Teams Planner, schedule and track project activities, timelines, milestones and deliverables.
• As required, assist with selection process and onboarding of new staff to undertake project activities.
• As required, manage project staff to ensure deliverables are successfully achieved on time and within budget.
• Monitor and track project costs, schedules, resources, risks, issues and performance to ensure optimal success.
• Maintain regular communication with project team members.
• Regularly report project status to Director and stakeholders.
• Provide a final report and presentation on project results to Board of Directors and/or stakeholders as required.

Corporate Operations:

• Support the annual records archival processes for the President/CEO and Board of Directors.
• Provide assistance in the review and implementation of corporate-wide operational processes.
• Assist in the onboarding of new staff.

KNOWLEDGE, TRAINING AND QUALIFICATIONS

The incumbent must have proficient knowledge of the following (or the willingness and ability to obtain):

• College Diploma in Office Administration and three years’ experience as an executive/administrative assistant or an equivalent combination of education and work experience.
• Knowledge of Peterborough City and County’s private and public sector is helpful.
• Excellent computer and keyboarding skills, with solid understanding of Microsoft Teams, Outlook, Excel, Adobe Creative, PowerPoint and other MS Office products is required.
• Thorough understanding of Robert’s Rules of Order for Not-for-Profit organizations is essential.
• Previous experience with WordPress for website updates is desirable.
• Project management experience and use of Microsoft Planner is preferred.
• Working comprehension of virtual meeting platforms (i.e. Microsoft Teams, Zoom) is desirable.
• Experience using a Customer Relation Management system or similar experience with data entry is an asset.
• Previous experience with SAP financial systems is helpful.
• Understanding of social media platforms (Twitter, Instagram, Facebook, and LinkedIn) is required.
• Understanding of records management and information governance principles is helpful.

SKILLS AND COMPETENCIES

• Excellent organizational, problem solving and time management skills.
• Demonstrated ability to multi-task and manage multiple priorities, each with different action items and objectives.
• Demonstrated ability to achieve goals and objectives within pre-determined time frames.
• Exceptional ability to maintain discretion and confidentiality.
• Strong networking and relationship building skills.
• Ability to manage fluctuating workloads and prioritize projects.
• Time management skills and ability to work under tight deadlines.
• Ability to deal with frequent interruptions and competing priorities.
• Strong collaborations skills and ability to work effectively in group projects.
• Ability to research solutions and provide responses to inquiries in a timely and professional manner.
• Demonstrated excellent attendance record with the ability to maintain this standard.
• Some experience in records management or information governance.

WORKING CONDITIONS

Most work activities take place in a climate-controlled office environment. Some regional travel may be required to meet with business owners and to attend networking events. Work activities require visual and mental concentration for intermediate durations of time. Standard office hours, Monday through Friday, with occasional extended hours for meetings or event attendance. Occasional lifting and carrying of items weighing less than 30 lbs (i.e., office supplies and materials).

Peterborough & the Kawarthas is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment process, but applicants need to make their needs known in advance.

Thank you to all applicants. Only those selected for an interview will be contacted.

Job Types: Full-time, Permanent

Salary: $50,000.00 per year

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Peterborough, ON: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Minimum of 3 years experience as a member of or working with a Board of Directors.

Experience:

• administrative assistance: 3 years (required)

Work Location: One location

Expected start date: 2023-01-09

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