Manager Governance and Office of the CEO

Description

THE OPPORTUNITY:
​Reporting to the CEO, the Manager, Governance and Office of the CEO, builds collaborative relationships and inspires trust as they work closely with the Board of Directors, Board and Committee Chairs, CEO, Senior Leadership Team, members of the Basecamp team, and various internal and external stakeholders.

• ​Manager, Governance: In partnership with the CEO and Executive Team, provide support to the Board of Directors, Board Committees, Senior Leadership Team, Leadership Team, operational committees, and advisory committees.
• ​Manager, Office of the CEO: Provide effective management of the CEO’s calendar and travel schedule, while providing a variety of administrative supports. Provide leadership to the management of the Granville Street Office.
• ​Office administration: Facilitate the smooth running of the Granville street office, including ordering office supplies, acting as main point of contact for external stakeholders.

​THE ORGANIZATION:
Take a Hike empowers youth who experience vulnerability to change the trajectory of their lives with a full-time mental health and emotional well-being program embedded in an alternate education classroom. Take a Hike engages youth with intentional, continuous clinical counselling, experiential land-based learning, and community. Our public school district partners provide high quality education, and together, we empower youth with the skills and resilience they need to graduate high school, build healthy relationships, and achieve success – however they define it.
​For more information on the program, please visit www.takeahikefoundation.org (http://www.takeahikefoundation.org/%22%20/t%20%22_blank).

RESPONSIBILITIES INCLUDE:
​Board Governance

• ​In partnership with the CEO, Senior Leaders, Board Chair and Committee Chairs, develop annual work plans and meeting agendas.
• ​Manage the board and committee calendars, minutes, documents, pre-meeting packages, board and committee member lists, and the members’ group access to SharePoint.
• ​Ensure board and committee members are appropriately briefed for meetings by project managing meeting preparation, preparing a variety of reports, and finalizing all documents before circulation.
• ​Anticipate Board needs and proactively bring agenda items forward for consideration by the Board, Committees, and CEO.
• ​Attend, support, and observe Board meetings to understand resulting communications, decisions, actions, and take minutes.
• ​Lead the annual and ongoing review of the constitution, by-laws, and governance manual, and ensure ongoing compliance with board policies and the BC Societies Act.
• ​Annually, project manage the risk review process, board effectiveness assessment, CEO performance and compensation review process.
• ​Project manage the Annual General Meeting, and society membership, ensuring compliance with organizational policies and the BC Societies Act.
• ​Maintain terms of office records for board members, assist with the recruitment process, and take ownership of onboarding process for new board members including leading the development of documentation to support effective onboarding.

​Operational Governance

• ​Lead meeting planning and agenda management and provide general administrative support of operational committees and teams including, but not limited to, Senior Leadership Team, Leadership Team, organizational wide committees, and community meetings. Where appropriate attend meetings, chair committees, and take minutes.
• ​Ensure regular review and compliance with operational governance documents, including drafting new documents as required.
• ​Oversee operational policy and procedure maintenance and management, including version control, ensuring naming conventions are adhered to, access, and review cycles. Where required draft operational policies and procedures.
• ​Facilitate regular internal and external reporting, including creating reporting systems, and managing various reports, including but not limited to, the Strategy Implementation Roadmap and Risk Management Plans.

​CEO Support

• ​Act as the primary point of contact and liaison for the CEO.
• ​Complete a broad variety of administrative tasks for the CEO, including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence, that is sometimes confidential; Government Lobbyist Reporting; and compiling documents for internal and external meetings.
• ​Schedule, plan, and attend staff meetings, including booking meeting rooms and arranging for resources in support of smooth meeting facilitation. Staff meetings include SLT meetings; all staff meeting, departmental and cross-departmental meetings; and program-specific meetings.
• ​Arrange stakeholder meetings for CEO and handle all related logistics.
• ​Manage a variety of special tasks or projects for the CEO that facilitate the CEO’s ability to effectively lead the organization.
• ​Keep the CEO informed of upcoming commitments and responsibilities, following up appropriately.
• ​Compose, compile, and prepare correspondence and documentation for internal and external meetings and records, including Executive updates for staff.
• ​Make updates in the CRM to reflect meeting briefs and notes
• ​Communicate directly, and on behalf of the CEO, with the Board of Directors and Senior Leadership Team as requested.
• ​Coordinate smooth communication between the CEO and internal departments,
• ​Adhere to all of the organization’s policies and procedures.
• ​Demonstrate ability to maintain credibility, trust, and support with the Senior Leadership Team.

​Office and Administration Management

• ​Act as Take a Hike’s first point of contact by answering the phone and door, and receiving deliveries as needed.
• ​Monitor the info@ email and direct email inquiries to the appropriate staff member, responding to emails directly when possible.
• ​Coordinate all organization-wide events, meetings, and retreats.
• ​Develop, monitor, and maintain file storage systems, including file storage on SharePoint.
• ​Maintain administration of office equipment, managing an on-going inventory of condition, use, location, and storage of all assets.
• ​Facilitate the management and upkeep of the Granville Street Office and be the point person for all office space needs, liaise with property management and manage all shared office spaces.
• ​Be the office first aid attendant and fire warden.
• ​Co-lead the occupational health and safety committee and ensure compliance with WorkSafe BC regulation for all elements of OHS across BC. Including ensuring the provision of first aid and disaster response equipment and training.
• ​Perform other projects or duties as assigned for the overall benefit of the organization.

QUALIFICATION & REQUIREMENTS:

• ​Post Secondary Diploma in a relevant field such as Business, Office Administration, Human Resources, etc.
• ​At least 5 years of recent related experience providing executive assistance, including working with staff and a Board of Directors.
• ​Experience working in the non-profit sector and/or philanthropy is an asset.
• ​Working knowledge of Board governance.
• ​Experience in planning and executing Board and staff meetings, including setting agendas and recording and distributing minutes.
• ​Effective verbal and written communication skills.
• ​ Strong computer literacy in Microsoft 365 (Word, Excel, SharePoint, Outlook, etc.) and communications technology (i.e., online conference call and meetings services, etc.) Comfort with learning new systems and software.
• ​Familiarity with Salesforce or other database platforms considered an asset.
• ​Familiarity with project management software e.g. Asana considered an asset.
• ​Experience with vendor and catering management, event planning and logistics is an asset.
• ​Excellent organizational, planning, and time management skills with an attention to detail.
• ​Excellent communication skills with the ability to adapt communication styles as needed on behalf of those they support.
• ​Ability to organize, manage, and govern both digital and non-digital data.
• ​Ability to manage confidential information, projects, and resources.
• ​Strong ability to lead projects and work with diverse individuals to identify issues, design solutions, and evaluate results.
• ​Satisfactory completion of a criminal records check

COMPENSATION AND TERMS:
This would be a full-time, permanent position. We offer a salary of $68,000-$80,000 commensurate with experience, based on a 37.5-hour work week. After the probationary period, the successful candidate will be eligible for employer paid benefits.
Take a Hike is proud to offer generous benefits that enable Take a Hike employees to thrive personally and professionally which include:

• Professional Wellbeing: internal and external learning opportunities, professional development budget and training opportunities
• Life Balance: 4 weeks' starting vacation, generous paid time off, flexible work schedule in a hybrid work environment
• Physical and Mental Wellbeing: Health Spending Account, Employee Assistance Program, employer paid Extended health and Dental, and travel health coverage
• Financial Wellbeing: 4.5% RRSP matching program, short term and long-term disability coverage, and life insurance
• Community Wellbeing: Shared values (Wellbeing, Relationships, Exploration, Gratitude, Growth), Open communication and yearly departmental retreats

This hybrid position is based in our office located in Vancouver, BC with two days a week in the office required.

HOW TO APPLY:
If this position is of interest to you, please submit your cover letter and resume to our online portal, Collage. Applications will be evaluated, and interviews conducted, on a rolling basis and you are encouraged to apply early.
Take a Hike values the diversity of the people it hires and serves. Diversity at Take a Hike means fostering a workplace in which individual differences are recognized, appreciated, respected, and responded to in ways that fully develop and utilize each person’s talents and strengths. Individuals who identify as LGBTQIA2S+, Indigenous, black or other racialized Canadians, or candidates with lived experience in mental health are encouraged to consider this opportunity.
Our commitment to reconciliation can be found on our website here (https://static1.squarespace.com/static/5b594bd32971143f390da926/t/60a5a773310e6523b74d31d6/1621469044091/Take+a+Hike+Foundation+Endorsement+of+Reconciliation.pdf).

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