Responsibilities to the Board of Directors and its Committees

• Lead the portfolio that encompasses management and orientation of senior-level Board and Committee volunteers

• Serve as principal liaison between the senior management and Board members as it relates to the administration of Board governance issues

• Coordinate Board and Committee meetings (for seven standing Committees of the Board), including preparing meeting minutes, pre-meeting packages, and correspondence

• Act as the Corporate Secretary at Board and Committee meetings

• Manage Board and Committee lists, contact information and reports, and maintain and update Board and MOCA files and archives

• Liaising with legal counsel regarding corporate changes effected by the Board of Directors

• Involvement in committee work acting in a capacity of membership/recording Administrator depending on need

• Oversee and execute on special projects as assigned by the CEO, the Board or its Committees.

Supporting the CEO

The Executive Assistant and Office Manager is a key resource and continuously communicates and liaises on behalf of MOCA and the CEO’s office with volunteers, committee members, donors, sponsors and other staff/managers.

Specific responsibilities include:

• Review daily correspondence, including emails; prioritize correspondence for CEO’s review and attention; provide follow-up as needed.

• Calendar maintenance taking into account frequent changes and other reprioritization and ensuring all changes are timely and seamlessly integrated.

• Lead the preparation, proofreading and editing of all correspondence issued by the CEO, as well as that submitted by other departments for CEO’s signature.

• Track CEO expenses and prepare expense reports for Board approval; book Staff Directors’ and CEO travel and assist with travel planning.

• Meeting scheduling and preparation

• Assisting to manage relationships with certain vendors to the executive office

• Acting as a contact for community partners and external officials in certain circumstances.

Office Management

• Acting as the office manager, including taking a lead role in understanding and applying MOCA’s operations and HR policies

• Internal event and meeting planning

• Certain finance-related functions, as directed by the Director of Finance and Administration

• Budget monitoring and maintenance in specific areas on behalf of the CEO

• Directing, supervising and delegating work to interns and summer students from time to time

• Contact management and database administration

Skills and Qualifications

• Post-secondary education required.

• 2-3 years of experience providing administrative support to a senior executive or an executive team and a Board of Directors.

• Demonstrated superior organizational skills, with the ability to manage multiple projects and competing priorities.

• Working knowledge of NFP/Charitable organization governance is an asset.

• Ability to work independently and in a fast-paced collaborative environment.

• Excellent communication (verbal and written), interpersonal, and problem-solving skills.

• Excellent computer skills with proficiency in all Microsoft Office applications.

• Strong accuracy and attention to detail.

• Ability to deal with confidential matters with diplomacy, discretion, and tact.

• Professional demeanor and ability to interact effectively with all levels of internal and external stakeholders.

• Availability to work outside normal business hours to attend meetings/functions from time to time.

• Interest in/knowledge of the visual arts.

• Personal qualities of integrity, credibility, sound judgment and a keen interest in the mission of MOCA.