Executive Assistant

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About the Opportunity

The Executive Assistant is responsible for the smooth and efficient administration of the CEO’s office, as well as providing support to the Board of Directors, and the Senior Management Team.  The incumbent must exercise considerable judgment directing inquiries appropriately within the organization and insuring all issues and concerns are organized and addressed by the CEO in order of priority.

Key Responsibilities

  • Perform a wide variety of administrative duties as required to support the Senior Management Team, including drafting of correspondence, minutes, schedule management, meeting coordination, and travel arrangements.
  • Handle all travel arrangements, reservations and expenses for CEO and Board of Directors, as required.
  • Assist the CEO in handling inquiries, using independent judgment to determine priority.
  • Maintain appointment schedules and calendars for the CEO.
  • Arrange meetings, including but not limited to, board meetings, council meetings, staff meetings, annual general meeting of the association, including taking of minutes as required.
  • Arranges for meetings with government officials, press, public relations, and key members of the association.
  • Event planning and attendance at Board meetings, held in person and via virtual means, committee and working group meetings, including preparation and distribution of pre-reading materials.
  • Identify opportunities and provide project management support with association.


  • Exceptional interpersonal skills, including a high degree of empathy, discretion, and tact.
  • Superior organizational, planning and time-management skills.
  • Able to maintain a high level of integrity and discretion in handling confidential information.
  • Excellent communication skills (fluency and writing in both English and French would be an asset).
  • High level of proficiency in Microsoft Office; able to format documents, prepare presentations and spreadsheets.
  • Demonstrated ability to problem solve, work both independently and collaboratively.
  • Previous experience with Canadian not-for-profit or a member-based association would be an asset.
  • College diploma or an equivalent combination of education/experience in related field.