Health First Network - Scalable OS Specialist & Assistant Board Secretary
Burlington, ON
Position Details
- Job Description
Title: Scalable OS Specialist & Assistant Board Secretary
Position Profile: EA/VA/Chief of Staff @ 85% and Board Secretary Assistant @ 15%
Reports To: CEO & Chairperson
Job Type: Full-time
HEALTH FIRST OVERVIEW
Founded in 1999, Health First Network is North America’s largest group of independent natural health and wellness retailers whose first love is to help people in their communities live healthier lives. Health First Network operates as Not-For-Profit.
Our network was inspired by a desire to collaborate with other locally owned and operated retailers across Canada who share a common belief that people, community, the environment, and natural health and wellness come first.
The Member Retailers of Health First Network are the heart and soul of natural health and wellness in their communities. They offer trusted neighborhood places for education, personalized advice, and comprehensive natural health solutions to help Canadians optimize their health.
We cannot achieve our goals without partnering with Canada's top natural health food and supplement brands. Health First Network embodies the bond between our Member Retailers, Brand Partners, and Canadian communities. Together we bring the highest quality natural health foods and supplements to our fellow Canadians who believe in the power of natural solutions to maintain a lifetime of good health. We indeed are “One Big (Canadian) Family”. Health First Network is for you if you believe in supporting your health with natural solutions and shopping in independent, locally-owned health and wellness stores.
ROLE
This dynamic strategic operations & assistant board secretary position is a key role designed to support the CEO and the board of directors in steering the company toward its strategic goals.
This role combines administrative excellence, project management, and strategic support of Scalable OS (Scalable Operating System, a simple management/people/data model) with the governance and secretarial duties of an Assistant Board Secretary.
The role is critical to being the right hand to the CEO and Chairperson, ensuring the company operates within its well-defined governance framework while pursuing operational and strategic excellence with the broader management team and organization.
RESPONSIBILITIES
Strategic and Executive Operational Support:
- Key project leader for Scalable OS (Scalable Operating System, a simple management approach we use to run our business, similar to Traction EOS, but simpler and we believe more powerful!).
- Ensure Scalable OS processes & tools are consistently applied across all departments.
- Facilitate bi-weekly management meetings striving for “Level 10” excellence.
- Manage the CEO Dashboard (Objectives, Key Results) and coordinate quarterly and annual planning processes.
- Facilitate project management and administrative duties of strategic planning meetings, manage operational scorecards and meeting follow-ups, and integrate advanced technology solutions, including AI advancements, to enhance company operations and minutes.
- Conduct regular calendar audits to ensure the CEO's time is optimized and manage the company’s corporate calendar (think of it as air traffic control overview)
- Review and synthesize metrics and initiatives to support company priority setting.
- Support board meeting preparation and follow-up for CEO and Management Team
- Clarity Compass chamption - support CEO/Management Team with implementing & monitoring decision-making frameworks.
Board Governance and Secretary Duties:
- Organize and attend board meetings, draft agendas, record minutes, and maintain corporate records.
- Ensure governance policies are reviewed regularly as per the established work plan and oversee the board planning calendar.
- Maintain and organize Board DropBox to be up to date and easy to navigate, ensure all approved policies and mandates are accessible.
- Support Chairperson with administrative document support for Directors, manage external correspondence related to governance matters, and assist in planning annual meetings and director orientation programs.
Technology and Communication Tools:
- Utilize Microsoft To Do, Microsoft Systems, Hubspot, Slack, and maintain Board DropBox portal efficiency.
- A keen interest in learning, discovering, and deploying AI tools to drive productivity. Health First is also on a mission to become an AI-powered company and prepared for tomrorow’s growth.
Stakeholder Engagement:
- Maintain updated contact lists for board members and association members.
- Facilitate effective communication between the board, senior management, and external stakeholders.
- Ensure CEO, Board, and Executive calendars align with the Company-wide Corporate Execution Calendar to minimize overlaps and bottlenecks and facilitate smooth execution.
RESULTS/EXPECTED ACCOMPLISHMENTS
Operational Excellence and Strategic Alignment:
- Using Scalable OS as core beacon, achieve seamless integration of strategic goals with operational execution leveraging technology and innovative practices.
- As Project Leader for Scalable OS, assist CEO and Mgmt Team in full adoption and efficient usage of Scalable within the first 9-12 months (we are already into the process).
Enhanced Governance and Compliance:
- Ensure the board and company adhere to the highest standards of governance and legal compliance with all duties of the board secretary fulfilled meticulously as per the set work plan. Administrative in nature and maintain an up-to-date board planning calendar outlining topics for discussion throughout the year.
Effective Communication and Collaboration:
- Establish and maintain effective communication channels among board members, senior management, and external parties, enhancing collaboration and decision-making.
- Ensure Board meeting follow-ups are documented with follow-ups using calendar management skills.
Administrative Efficiency:
- Deliver administrative excellence, ensuring all CEO, management team and board-related activities are organized and executed efficiently with comprehensive support provided to both the board and the CEO.
REQUIREMENTS
Project Management:
- Excellent project management skills with a strong ability to manage complex details of projects with a strong desire to ensure seamless execution. If you are the party planner in your the circle of friends and a vacation planner, then this role is for you.
Governance Knowledge:
- Understanding of board roles, responsibilities, and best practices in either nonprofit or corporate governance. Experience is ideal, but training will be provided.
Strategic Planning and Operational Management:
- Experience managing meetings and operational scorecards. All training will be provided for Scalable. There is a very clear framework to facilitate and execute.
Technological Proficiency:
- Expertise in managing and utilizing Microsoft To Do, Microsoft Systems, Hubspot, Slack, and board portals. Openness to aggressively learn and deploy advancements in AI technology.
Exceptional Administrative Skills:
- Demonstrated ability in agenda management, minutes recording, and maintaining up-to-date legal and governance documentation.
Leadership and Communication:
- Proven ability to effectively communicate with and support senior leaders, board members, and external stakeholders. Strong leadership skills that inspire collaboration and innovation within the team.
Analytical and Problem-Solving Skills:
- Strong organizational, time-management, and analytical skills. Ability to multitask in a fast-paced, deadline-driven environment while maintaining attention to detail.
Proactiveness:
- Highly proactive with the ability to anticipate needs, identify opportunities, and take initiative to drive improvements and solutions. The CEO & Chairperson will heavily rely on this individual to essentially help them execute and act as the air traffic controller!
SKILLS
- Detail-Oriented: Exceptional attention to detail in all aspects of work.
- Innovative Thinking: Creative thinker who is open to new challenges and solutions.
- Learning and Adaptability: Eagerness to learn and adapt in a dynamic, fast-paced environment. Supportive of a diverse range of practices within a busy department.
- Ongoing Development: Training will be provided as needed to support acquiring and enhancing skills relevant to the role.
- Discretion and Urgency: High sense of discretion with an understanding of the importance of urgency and priority management.
- Multitasking: Ability to multitask effectively in a deadline-driven environment.
- Communication: Excellent written and verbal communication skills with a proven ability to effectively engage with senior leaders and board members.
- Solution Orientation: Initiative-taking and solution-focused approach to ensure efficient team operation within established guidelines.
- Organizational Skills: Strong organizational, time-management, and ability to analyze calendars and identify efficiencies.
- Interpersonal Skills: Strong ability to build and maintain effective working relationships with both internal and external stakeholders.
- Leadership: Demonstrated leadership skills with the ability to motivate and engage others in a collaborative team environment.
- Technical Proficiency: Solid knowledge of MS Office and willingness to learn new technologies.
OUR VALUES & BEHAVIOR
- Community - We are a community of HFN Members, staff, vendors, and partners who support each other to serve the vision of establishing our Members as the first choice in serving consumers in their communities for their natural holistic healthcare needs. We want everyone to feel like they are part of a large family.
- Objective Empathy - Recognizing that while we are at work, we work as a team, and each of us is valued and needed. To maintain holistic harmony, we choose responsibility over blame, curiosity over judgment, clarity over confrontation, and handle all situations with compassion. Praise in public, critique, and feedback in private.
- Integrity - We are reliable and act with honesty and respect for everyone in our community. Our collective efforts are always focused on strengthening the HFN ecosystem.
- Stakeholder Commitment – We demonstrate initiative and collaborate to succeed. Founded on the principle of ‘Better Together,’ we work side by side with passion and are uplifted to heights that we could not accomplish on our own.
- Dedication - We are dedicated and disciplined in our work ethic with a commitment to results. As a small and mighty team with many stakeholders, we act with intent and a sense of urgency. Know your audience and make every interaction and minute positive.
- Health - We are passionate about natural health, living what we do, and encouraging a work-life balance to nurture a healthy mind and body while respecting our environment.
- Innovation - We strive to be innovators for our Members, Vendors, and Communities. We inspire one another and are open to the most impossible of ideas, knowing that these ideas will lead to the ultimate in innovation for the natural health industry in Canada.
COMPENSATION
Health First Network (HFN) offers a competitive salary and benefits package, as well as opportunities for growth and advancement. As a non-profit, we cannot compensate at the top tier of a salary band, but with our family-like culture and kind and smart colleagues who are passionate about health and the environment, we want HFN to be the best place you have ever worked at.
Suppose you are a dynamic, kind, and driven leader with a passion for administration and operations and are ready to take your career and personal well-being to the next level. In that case, we encourage you to apply for this exciting opportunity.
Benefits
Full-Time employees are eligible for health and welfare benefits.
Competitive salary working with fun, collaborative, mission-driven individuals
Three weeks vacation to start + 3 personal days (5 personal days are granted after one year of successful employment completed)
Health, Dental, + Vision Insurance (Single or Family)
Company-paid EAP (Mental Wellness, Financial Wellness, + Legal Counseling services)
Access to 800+ health and wellness products at employee pricing (vitamins, supplements, sport nutrition, natural health and beauty aids, as well as organic foods, etc).
We thank you for applying for this role. Only those selected for an interview will be contacted.
Job Type: Full-time
Pay: $42,000.00-$55,000.00 per year
Benefits:
- Company events
- Dental care
- Discounted or free food
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Store discount
- Vision care
- Work from home
Schedule:
- Monday to Friday
Education:
- Bachelor's Degree (required)
Experience:
- Project management: 2 years (required)
- Administrative: 3 years (required)
Language:
- French (preferred)
Work Location: Hybrid remote in Burlington, ON L7L 5L6
Application deadline: 2024-07-24
Expected start date: 2024-09-03- Salary Range
- $42000.00 - $55000.00
- Application Deadline
- 08/18/2024