Library Space is Community Place! LPL strengthens people and neighbourhoods by creating connections that enrich lives, inspire discovery, foster creativity, and expand possibilities.
With over 1 million titles in our collection and 350 public terminals, the London Public Library provides a variety of important services and programs to over 2.9 million people annually.
Come join the Library team as our new Permanent Full Time:
EXECUTIVE ASSISTANT TO CEO
Executive Support to Library Board
- 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.
- Monitors Board expenditures and prepares status reports as requested.
- Participates with the CEO in 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, audio-visual equipment and food/beverage services for 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.
- Prepares documents such as correspondence, reports, agendas, minutes, requests for proposal/quotes, draft policies and procedures. Prepares confidential documents for the CEO and Board.
- Reviews, analyzes and refers incoming correspondence sent to the CEO and Board. Coordinates or composes responses, reports and memos as appropriate.
- Supports the CEO and Board with legislative compliance reporting such as annual reporting to the Office of Privacy Commissioner.
- Coordinates the Board delegation process and answers inquiries regarding the application of Board policies.
- Supports the work of the Historical Sites Committee of the Library Board and the Friends of the Library. Organizes and participates in preparation and distribution of meeting schedules, agendas, minutes, reports, etc.
Executive Support to the CEO
- Provides administrative assistance to the CEO. Maintains the schedule for the CEO.
- Assists the CEO with the flow of communications within the Library.
- Assists the CEO with communications with elected officials at all levels of government and other stakeholders to support the Library’s value, influence and positioning strategy.
- Acts as the single-point liaison between the Library and City of London, i.e. City Clerk’s Office and offices of the Mayor, Councillors and City Managers.
- Acts as liaison between the CEO and the Library’s legal counsel and external consultants.
- Gathers and prepares information for distribution to the City of London, external partners, employees, Library patrons and Londoners, in general.
- Distributes City of London Council/Committee agendas, reports and other information to the CEO and Senior Team.
- Supports the CEO in the Library’s strategic planning process.
Support to Library Senior Team
- Participates as a member of the Senior Team by supporting strategic and organizational planning.
- Refers media queries to LPL media spokespersons when necessary, in accordance with Library policy and practices.
- Responds to customer service inquiries and feedback, including complaints. Refers, as necessary, ensuring timely follow up. Prepares any direct correspondence back to customer, with review by CEO, when appropriate.
- Facilitates responses to members of the public in regards to customer service concerns received by the CEO’s office;
- Supports the daily operation of the Senior Team. Organizes and participates in preparation and distribution of Senior Team meeting schedules, agendas, minutes, reports, etc.
- Participates in the drafting and editing and review of policies, correspondence, reports and presentations.
- Supports emergency protocols by maintaining and distributing “Code Red Emergency” information to internal and external key contacts.
- Maintains office furniture, equipment and supplies for CEO/administration.
- Records time and attendance for Senior Team employees. Maintains consolidated vacation schedule.
Records Management and Privacy of Information
- Oversees implementation of LPL’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 LPL retention and disposition schedules. Responds to internal information enquiries and provides support to staff in the use of LPL’s records management system.
- Handles records management functions related to LPL deeds, contracts and other legal instruments. Provides support for LPL Tangible Capital Asset inventory as required.
- Establishes and maintains the file storage area for all Administrative Departments.
- 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 easy to access, understand and reference.
- Creates, maintains and distributes various internal reports such as Code Red Emergency information, Attendance Records, etc.
- Assist with responding to Municipal Freedom of Information and Protection of Privacy Act (MFIPPA) request. Maintains all documentation.
Library Metrics Research and Reporting
- Gathers, compiles and submits information, statistics and other data, for Library sector reporting, such as the Ministry Annual Survey of Public Libraries’ Municipal Benchmarking Network Canada (MBNC), Canadian Urban Libraries Council, and Ontario Library Association.
- Undertakes research, as required.
- Assembles and submits reports and surveys to the City of London and other local partners, as required.
Financial Management Support
- Participates in the LPL procurement process by assisting Financial Services with procurement administration documents, such as the online posting and formal receipt of vendor responses.
- Prepares and processes purchase orders, invoices and cheque requests as required.
- Monitors the budget for the Board.
Event & Conference Planning
- Plans and coordinates Board-sponsored special events and functions; collaborates with the Manager, Communications and Manager, Fund Development as appropriate.
- Provides event support for major LPL functions (e.g. official branch openings) associated with the CEO office.
- Coordinates all aspects of Board Member, CEO and Senior Team and staff attendance at library conferences or other events.
- Monitors conference budgets and reports issues to Director, Customer Services & Operations and Director, Financial Services.
- Cooperates as a team member in performing any duty essential to the achievement of efficient departmental operations.
- Actively participates on London Public Library cross-functional project teams to lend skills, competence and knowledge.
Performs other duties as assigned.
Successful completion of a university/college degree; or, an equivalent combination of education, training and experience as determined by London Public Library.
5 to 7 years’ successful experience in a senior administrative support position.
Experience providing executive assistance to a CEO/Director and/or Board of Directors is an asset.
Experience in Parliamentary Procedure and Rules of Order preferred.
Public sector experience an asset.
Superior computer skills with advanced proficiency in Microsoft Office applications (Word, Excel, Power Point), database management and team collaboration tools.
Familiarity with creating accessible documents.
Candidates are requested to submit a detailed resume outlining experience and qualifications by September 21, 2019. Please visit our website at: http://www.londonpubliclibrary.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.
Job Types: Full-time, Permanent