Position Summary;

This role plays a crucial part in supporting our leadership team and ensuring efficient organizational governance to our two Boards and leadership team.

The role requires strong administrative skills, exceptional attention to detail, and the ability to navigate complex governance processes. The role is best suited towards a team player who is service oriented and excited about the opportunity to create and implement systems and processes to help our organization achieve its goals and objectives. The role will work closely with the Executive Director to ensure our organization, two Boards, and 150 members are supported and organized.

Key Responsibilities :

Executive Support

• Provide comprehensive administrative support to Executive Director and leadership team including managing calendars, scheduling meetings, taking minutes, developing agendas, etc.
• Prepare and edit correspondence, reports, and presentations for the Executive Director.
• Organize and manage documentation, contracts, and other legal materials in a systematic and accessible manner, maintaining up-to-date records related to operational and governance activities.
• Coordinate CRPCN events and team meetings, including managing all aspects of logistics and catering.
• Prepare reports and dashboards for Board and leadership team.
• Foster a positive and collaborative workplace environment.
• Other miscellaneous administrative duties as necessary to support our organization's success.

Project Coordination

• Manage and coordinate annual workplans, milestones, deadlines, and project reporting activities for the PCN ensuring timelines and reporting obligations are met.
• Manage, create, and update policies, procedures, processes, standard operating procedures, and documents within areas of responsibility.
• Develop project plans and coordinate completion activities.
• Coordinate employee related events and activities including staff training, education events, onboarding activities, offboarding activities.
• Develop and enforce office policies and procedures to create a safe and productive work environment.
• Lead and coordinate administrative and organizational projects as assigned.

Governance Coordination

• Coordinate and schedule meetings for Boards and governance committees, preparing agendas and supporting materials.
• Prepare and review documentation for the Board and Board Committee meetings, including resolutions, briefing notes and reports, and manage Board communications.
• Organize Board and Committee meetings and events, including scribing all Board and Committee meetings, Board and Board member coordination, and follow-up on Board decisions and Management actions.
• Develop, implement, and maintain governance policies, procedures, contracts, and documents to ensure compliance with regulatory requirements and relevant legislation.
• Record and distribute meeting minutes, resolutions, and other relevant documentation.
• Manage and maintain all Board and Committee foundation documents and corporate records and requirements in conjunction with legal counsel.
• Collaborate with legal and compliance teams to ensure adherence to corporate governance standards.
• Serve as a point of contact for governance-related inquiries from internal and external stakeholders.

Membership Coordination

• Act as central point of contact for all member physician related inquiries and support needs.
• Manage member lists, distribution lists and member activities.
• Coordinate member onboarding and offboarding activities.
• Lead membership events including planning, coordination, execution and evaluation of Annual General Meetings, symposiums, education events, engagement sessions, etc.
• Maintain member information and ensure all member documentation is maintained current.
• Other duties as required

Educational Requirements :

• High school diploma with relevant experience supporting Executive position for minimum of 5 years.
• Office administration certificate or diploma an asset.

Experience and Skills Required:

• Experience supporting Boards and/or Committees required.
• Project management and coordinating projects.
• Microsoft office suite including Excel, PowerPoint, and Word applications.
• Familiarity with Microsoft SharePoint and teams
• CRM experience an asset.

Core Competencies:

• Strong interpersonal skills and problem-solving skills.
• Demonstrated organizational and time management skills to support the Executive Director
• Ability to effectively communicate orally and in writing with various stakeholders.
• Adept in developing agendas and recording minutes.
• Strong computer skills including Outlook, MS Office, spreadsheets.
• Ability to prioritize and manage multiple tasks.
• Establish professional rapport and instill confidence with internal and external stakeholders.
• Must be a self-starter, able to stay organized, work independently, and follow direction.

Working Conditions:

• Hybrid environment with travel to CRPCN work sites as required
• Valid driver's license & access to reliable vehicle

Reporting Structure:

· Reports to the Executive Director

About the Calgary Rural Primary Care Network (CRPCN):

The Calgary Rural PCN collaborates with communities, family doctors and other health team members to do whatever we can help you be as healthy as possible. We are working together to change the delivery of health care in our communities from reactive to preventative by providing services to patients that fit their needs through supports we have in our member clinics, such as nurses, dietitians, and other health care professionals. We collaborate to provide the tools and education to empower patients to work on their everyday health needs.

Apply:

Please submit your resume and cover letter in confidence.

Please note that only candidates who are selected for an interview will be contacted. We thank all other candidates for their interest.