Executive Assistant

Are you a detail-oriented individual, with a passion for supporting others and helping the Library be the best that it can be? Are you experienced in office work, skilled at minute taking and record keeping, and enjoy attending to the fine details? Are you an accomplished professional capable of multi-tasking, dealing tactfully with sensitive information, and interested in being part of a team that has a broad scope of impact?

The Lethbridge Public Library is seeking a motivated Executive Assistant to join the Library’s management team. This position is responsible for maintaining minutes, organizational records and files; planning meetings and events; preparing information and reports needed to support executive and governance level operations; tracking and meeting reporting deadlines and communications related to regulatory and contractual requirements; acting as the Library’s FOIP officer; and functioning as the primary contact point for the CEO's office.

The Executive Assistant works closely with the CEO and the Management team and is required to maintain strict confidentiality and exemplary professionalism in all interactions. This position supports a volunteer Board of Trustees and will be required to be flexible to work outside core business hours for events, meetings, and on-call duties as needed.

As part of the Library management team, the Executive Assistant:

1. Provides efficient and effective administrative support to the CEO, management team and Board of Directors, including: communications, meeting logistics, record keeping, and travel.

2. Attends and acts as the recording secretary at Library Board and standing committee meetings, management team meetings, and other meetings as assigned;

3. Makes arrangements for all meetings related to the scope of the position, including Board and management team meetings;

4. Maintains the Library Policy Manual, Board Trustee Handbook, the About the Library section of the website, and other organizational documentation as needed;

5. Tracks regulatory and contractual reporting requirements of the Public Library Services Branch, City of Lethbridge, Chinook Arch Regional Library System and other organizations ensuring reporting is completed, membership is current, and timelines are met;

6. Ensures Library Collective Agreement obligations related to the posting and communication of information are met;

7. Acts as the Library's (FOIP) Freedom and Information Privacy officer and ensures compliance with confidentiality and privacy standards and legislation; unless FOIP is handled by the City of Lethbridge FOIP privacy officer.

8. Maintains the Library’s corporate and confidential files, and is responsible for ensuring compliance of all departments to the Library's records management system;

9. Coordinates and supports human resources functions within the Library, including recruitment, timekeeping and payroll (in coordination with the City of Lethbridge), and maintenance of personnel files for all Library employees, volunteers and Trustees;

10. Coordinates travel and accommodation arrangements for Library Trustees, CEO and management as needed;

11. Ensures all documents flowing to and from CEO's office are complete and accurate.

12. Assists with the coordination of special events and functions.

13. Meets and greets visitors and guests to the CEO's office by providing prompt, courteous customer service.

14. Maintains strict confidentiality of all matters related to their work.

15. Performs administrative on-call duties and other duties as required.

Qualifications:

The ideal candidate has a background in office administration; demonstrated organizational and multi-tasking abilities; a commitment to confidentiality and continued growth; and an understanding and dedication to core public library values.

The successful candidate will have:

1. Completion of a related post-secondary certificate or diploma, such as business or office administration.

2. Three or more years of experience in an office environment. Experience in a not-for-profit organization governed by a Board of Directors and/or a unionized environment is an asset.

3. Demonstrated ability to exercise a high degree of diplomacy, confidentiality, political savvy and impeccable judgment.

4. Advanced knowledge of Microsoft Office programs, including Word, Outlook, Excel and PowerPoint and ability to learn new software programs as needed.

5. Experience in the development and maintenance of electronic and paper filing systems and knowledge of records management practices.

6. Knowledge and understanding of the Freedom of Information & Protection of Privacy Act and regulations.

7. Excellent organizational skills, including the ability to manage multiple, often competing priorities under pressure to meet tight deadlines.

8. Ability to work independently, self-motivate and demonstrate initiative.

9. Excellent communication skills and ability to maintain a good working relationship with Library staff, administration, Trustees, Government Officials and customers and deal tactfully and courteously with matters of a sensitive nature.

10. Exceptional attention to detail.

11. Demonstrated continuous individual development and growth.

Salary Range: $66,495 to $79,755 annually ($34.10 to $40.90 hourly). Hours of work are 75 hours bi-weekly with occasional evening and weekend work required. Working at the Main Branch and reporting to the CEO.

To apply:

Submit a cover letter as part of your job application. In your cover letter, please include a response to the following questions:

1. What excites you about this role?

2. How do you see this position fitting into your future career plans?

Applicants are required to demonstrate in their application how their qualifications match those specified above. Assessments based on the objectives and qualifications listed above will be a part of the interview, written and/or practical testing and reference checking. Candidates selected for an interview will be asked to complete a pre-interview aptitude assessment.

This position posting closes on March 14, 2025. All candidates are thanked in advance for their interest. Only those selected for an interview will be contacted.

The Lethbridge Public Library recognizes and values the diversity of our community and those we employ. We are committed to advancing reconciliation in our community. We also seek diversity, equity and inclusion in our workforce. We encourage Indigenous applicants (First Nation, Métis and Inuit), as well as those from historically underrepresented groups to apply (including people of colour, persons with disabilities, members of the LGBTQ+ community).

The Lethbridge Public Library is committed to providing an inclusive and barrier-free work environment, including through all aspects of the hiring process. We encourage all qualified applicants to apply and self-identify. If you need help during this process, please contact our Executive Assistant at 403-380-7341. We will arrange support for you. All information received in relation to your request for support will be kept confidential. Only information required to facilitate the accommodation will be shared with the selection committee.