We are looking for an experienced Executive Assistant to provide dedicated support to the President and C.E.O. and contribute to the effective operation of the executive office in Ontario. This Contract position calls for a highly organized and detail-oriented individual who can manage competing priorities, maintain strict confidentiality, and build strong working relationships with senior leaders, Board members, and external partners. The successful candidate will play an important role in coordinating executive activities, supporting governance processes, and helping the office run smoothly each day.

Responsibilities:
• Coordinate the President and C.E.O.’s schedule by arranging meetings, appointments, travel, and related logistics while adjusting plans to meet changing priorities.
• Act as a key point of contact for internal and external stakeholders, ensuring communications are directed appropriately and responded to in a timely, attentive manner.
• Prepare and organize executive materials such as correspondence, reports, presentations, forms, and meeting documents to support decision-making and daily operations.
• Maintain accurate electronic and paper records, complete routine data entry, and safeguard sensitive information with a high degree of discretion.
• Provide administrative support to the executive leadership team by organizing meetings, compiling agendas, and tracking follow-up items and deadlines.
• Oversee the administration of Board of Directors and committee meetings, including scheduling sessions, assembling meeting packages, recording minutes, and monitoring action items.
• Manage the Board portal by maintaining documents, user access, and content accuracy, while offering guidance and training to Board members and executive leaders on its use.
• Assist with office coordination duties such as reception coverage, boardroom booking administration, office supply monitoring, expense-related support, and general executive office organization.
• Contribute to special initiatives and events by coordinating logistics, supporting research and grant administration tasks, and assisting with reports, tracking, and documentation as needed.
• Demonstrated experience providing senior-level administrative support to executives, preferably within a C-suite environment.
• Strong ability to manage complex calendars, coordinate travel, and handle multiple priorities with accuracy and sound judgment.
• Experience supporting Board or committee governance activities, including agenda preparation, minute-taking, and board reporting.
• Proficiency with Microsoft Office applications, including Outlook and Word, along with confidence using digital administrative platforms and CRM systems.
• Skilled in preparing detailed documents, presentations, and correspondence for executive or Board audiences.
• Ability to work with confidential information in a discreet and thorough manner.
• Strong organizational, communication, and interpersonal skills, with the ability to build effective relationships across diverse stakeholder groups.
• Comfortable performing general office administration tasks such as document scanning, photocopying, record maintenance, and expense support.

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