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

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