Executive Assistant and Board Liaison

Executive Assistant and Board Liaison

Job Description

We are seeking an experienced Executive Assistant to provide high-level support to the CEO as well as full administrative support for two Boards and all standing committees. Reporting to the Director of Finance & Administration, the incumbent will also provide administrative support across the organization through various special projects and HR activities.

Executive Assistant - Key Responsibilities (not limited to)

• Support the CEO in complex calendar management, meeting coordination, and detailed monthly expenses.
• Serves as a liaison between the CEO and internal and external stakeholders to the organization, requiring utmost professionalism and confidentiality.
• Proactively monitor CEO’s inbox including bring-forward system and archiving.
• Domestic and international travel coordination, conference registrations, speaking engagements, itineraries and agendas.
• Support the Director of Finance & Administration in HR related activities (recruiting, onboarding, employee benefits, vacation tracking).
• Staff retreat planning, social events, staff recognition and team building.
• SharePoint Administrator (develop and maintain organized internal filing system).
• Special Projects (new technology advancements and projects as the organization continues to grow).
• Attend several Board meetings and events per year in Canada.

Governance & Board Coordination

• Schedule and attend quarterly meetings (mostly virtual) for both boards and all standing committees (including agenda preparation, document preparation, detailed minutes, updating resolution trackers and corporate minute book)
• Responsible for maintaining annual governance cycle, updating trackers, calendar reminders and highly organized filing system for legal compliance, including By-laws, Policies, and other legal documentation.
• Attend two (2) in-person Board meetings per year in Canada (typically May and September)
• Coordinate Annual General Meeting for members, update documents, presentation, coordinate Run of Show with presenters, and host ZOOM webinar.
• Coordinate annual nomination and onboarding process for New Directors
• SharePoint Administrator for all Governance sites, maintain meticulous filing system and monitor restricted access protocols.

About You

• Minimum 5 years experience supporting Executive Leadership in the not-for-profit sector and/or charitable organizations.
• Governance experience working with Boards and Committees
• Relevant post-secondary education, or equivalent experience.
• Strong software skills with the ability to work on reports, presentations (Outlook, MS Teams, Microsoft, SharePoint, AI).
• Professional communicator and ability to take initiative, develop new processes, and produce high-quality deliverables.
• Thrives in a fast-paced environment as part of a leadership team that can work under pressure, with meticulous attention to detail.

About the Job

This role is a full time, permanent position offering a salary of $70,000-$75,000 with a comprehensive benefits package, 3 weeks vacation and paid office closure between December 24 – January 1. This is largely a virtual role, offering remote work with travel in Canada several times a year.

How to Apply

Please submit your CV along with a cover letter by email to info@familyenterprise.ca.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Pay: $70,000.00-$75,000.00 per year

Benefits

• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Vision care
• Work from home

Experience

• Executive Administration: 5 years (required)

Work Location: Remote