LONDON PUBLIC LIBRARY is looking for a talented individual to join our team as:
Executive Assistant to the CEO
This is a Permanent Full-Time opportunity.
Duties
The Executive Assistant to the CEO & Chief Librarian (CEO) provides complex, comprehensive and confidential executive support to the CEO, Executive Team (ET), members the Library Board (Board) and the Organization as whole to assist in successfully achieving governance and organizational oversight of the Library.
Responsibilities
Support to CEO and Board (Appx 40%)
• 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.
• Guides and Facilitates 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 Historic Sites Committee of the Library Board. Organizes and participates in preparation and distribution of meeting schedules, agendas, minutes, reports, etc.
• Plans and coordinates Board-sponsored special events and functions;
• Coordinates all aspects of Board Member and CEO attendance at library conferences or other events.
• Arranges all meetings between the CEO/Board and government officials and community leaders
• Responsible for tracking Council and Council Committee agendas and minutes and identifying pertinent information to share with the CEO and the Board
• Provides administrative assistance to the CEO
• Undertakes relevant research, as required
• Prepares and processes purchase orders, invoices and cheque requests as required.
System Support (Appx 40%)
Records Management
• 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 organized for easy access.
• Supports Finance and Human Resource in maintaining confidential documentation as per the retention schedule
Statistical Gathering and Reporting
• Responsible for assisting in the gathering and maintaining all system-wide statistics from various internal and external resources and assisting the CEO in developing reports for the Board and staff
• Responsible for the gathering and submission of statistics and/or statistical reports required by the Province of Ontario and other governments or partnerships
• Assist in the coordination of the statistical data for an annual update of branch profiles
• Assists Marketing & Communications in populating informational sheets for public distribution
• Communication with government Officials and City Employees Maintain a list of contacts and stakeholders for various organizations (Pillar, Arts Council etc.)
Legislative Compliance
• Ensures that the all organizational AODA requirements are being met, including working with members of Management and staff to perform an annual update of the Library’s Accessibility Plan
• Assist Human Resources with organizing AODA Training and ensuring that all training formats are ADOA compliant (physical, cognitive, auditory, and visual needs).
• Assist with responding to Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) request. Maintains all documentation.
• Assists with responding to requests from the Office of the Information and Privacy Commissioner of Ontario.
Policy and Procedure Management
• Supports Executive Team in the in researching and editing library policies and assisting in gathering input from staff when appropriate
• Establishing a cyclical review schedule for all policies and procedures and ensuring that the schedule is respected
• Working with the Library’s JEDI committee, ensure that policies and procedures are being viewed through an equity lens
• Assist with emergency preparedness documentation and distribution
• Complies with the Collective Agreement, Library policies and procedures and all Health and Safety Policies and procedures.
• Participates and supports the Internal Responsibility System (IRS) and knows where to find health and safety information. Seeks guidance from their Supervisor in the interpretation and application of these policies and procedures
Other
• Working with ET and other staff to help coordinate efforts to implement new platforms and products
• System expert on Roberts Rules of Orders and general meeting decorum
• Supports Executive Team to coordinates system-wide Library meetings and logistics (e.g. annual Staff Development Day)
• Coordinates the collection of content for the Staff Activity and Community Impact Report and assists ET in completing the report
• Recording minutes for the Library’s JEDI Committee meetings, Staff Development Day Committee meetings and other meetings as required
Support to ET (20%)
• Supports ET’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 ET. 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 Management 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 Executive Team based on the consolidated vacation schedule.
• Backup for administering incident reporting
Performs other duties as assigned.
Qualifications
Education:
Successful completion of a University Degree in a related post-secondary program.
Experience:
• Experience providing executive assistance to a CEO/Director and/or Board of Directors.
• 5 years of progressively senior administrative roles including specialized knowledge of Board of Governance procedures and records management.
• 2-3 years experience with AODA legislation, documentation and formatting, preferably in a Public Sector Organization.
• Public sector experience an asset.
• Experience with AODA, legislation, documentation and formatting requirements
Key Competencies: Knowledge, Skills, and Abilities:
Behavioural
• 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.
Leadership
• Strong critical thinking, planning and time management skills.
• Excellent strategic thinking and planning skills
Technical
• Knowledge of the Library as an organization
• Knowledge of policies, processes, procedures, and systems
• Excellent oral and written communications skills.
• Experience working with statistical tools, such as PowerBI
• Superior computer skills with advanced proficiency in Microsoft Office applications (Word, Excel, Power Point), database management and team collaboration tools.
• Ability to create accessible documents
• Experience in a unionized environment is an asset.
• Valid driver’s license.
• Ability to work evenings and weekends as required.
This position works 100% on site to be able to support the needs of the London Public Library.
This is an Excluded position from the Bargaining unit.
Salary:
$35.607 – $50.173 per hour. Salary to commensurate with education and experience.
Application Information:
Candidates are requested to submit a detailed resume outlining experience and qualifications by: October 11, 2024 to: human.resources@lpl.ca
Please visit our website at: https://www.lpl.ca/
No phone calls please.
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.
