Executive Assistant

What You Can Expect

The Executive Assistant provides high-level, confidential, and proactive administrative and governance support to the Chief Executive Officer and the Senior Leadership Team. The role is central to enabling executive effectiveness, organizational coordination, and sound governance practices by managing executive workflows, supporting Board and Committee processes, and ensuring the timely flow of accurate information across the organization.

Operating in a regulated, public-interest environment, the Executive Assistant exercises discretion, judgment, and professionalism while supporting executive decision-making, corporate governance obligations, and organizational priorities.

• Provide comprehensive administrative support to the CEO, including calendar management, meeting coordination, travel arrangements, and expense reconciliation.
• Anticipate executive needs and manage competing priorities to ensure the efficient operation of the Office of the CEO.

• Prepare, edit, and format correspondence, briefing materials, presentations, reports, and speaking notes.

• Act as a primary point of contact between the CEO, Senior Leadership Team, Board members, external stakeholders, and staff.
• Track action items, deadlines, and follow-ups arising from executive and leadership meetings.

• Coordinate Senior Leadership Team meetings, including agenda preparation, material collation, minute-taking, and action tracking.
• Support alignment and information flow across executive portfolios by ensuring timely distribution of materials and follow-up on decisions.
• Assist with planning and logistics for leadership planning sessions, retreats, and strategic meetings.

• Provide administrative and coordination support for Board and Committee activities, as assigned, in collaboration with governance staff.
• Assist in the preparation and distribution of Board and Committee meeting materials, ensuring accuracy, consistency, and adherence to governance standards.

• Handle sensitive and confidential information with the highest degree of discretion and professionalism.
• Maintain secure electronic and physical filing systems for executive and governance records.
• Ensure records are managed in compliance with organizational policies, legislative requirements, and best practices for information governance.

• Support cross-functional initiatives and special projects led by the CEO or Senior Leadership Team.
• Assist with tracking organizational priorities, milestones, and deliverables to support effective execution.
• Provide backup administrative support to Corporate Services or Governance functions, as required.

• Post-secondary diploma or degree in Business Administration, Office Administration, Governance, Public Administration, or a related field.
• Governance or executive administration certification is considered an asset.
• Minimum of 7-8 years of progressive experience providing executive-level administrative support, preferably in a regulated, public-sector, or not-for-profit environment.
• Demonstrated experience supporting senior executives and, ideally, Boards or Board Committees.
• Experience working in complex, confidential, and deadline-driven environments.
• Exceptional organizational and time-management skills with the ability to manage multiple priorities and shifting deadlines.
• Strong written and verbal communication skills, including the ability to prepare clear, professional executive and governance documentation.
• High level of discretion, judgment, and integrity when handling confidential and sensitive information.
• Advanced proficiency in Microsoft Office and collaboration tools (e.g., Outlook, Word, Excel, PowerPoint, Teams).
• Strong attention to detail and commitment to accuracy.
• Ability to work independently while exercising sound judgment and knowing when to elevate issues.
• Professional interpersonal skills and the ability to build effective working relationships at all organizational levels.

• Prolonged periods of sitting at a workstation while using a computer, telephone, and other standard office equipment.
• Frequent visual concentration to review, proofread, and prepare detailed documents, reports, agendas, and correspondence.
• Sustained auditory attention to participate in meetings, conference calls, and virtual meetings, and to respond to verbal instructions and inquiries.
• Manual dexterity to operate standard office equipment, including computers, keyboards, printers, and mobile devices.
• Occasional standing, walking, bending, and reaching within the office environment to retrieve files, distribute materials, or support meeting logistics.
• Ability to lift and carry light materials (generally up to 10 pounds), such as meeting binders or office supplies.
• Capacity to manage multiple tasks and interruptions while maintaining…