Executive Assistant / Adjoint(e) exécutif(tive)

Executive Operations Responsibilities

• Provide proactive, high-level calendar management for the President, strategically scheduling priorities, gatekeeping time, and resolving scheduling conflicts weeks in advance.

• Act as an operational buffer and diplomatic driver, ensuring the President is briefed, prepared, and in the right room at the right time with all necessary materials and context.

• Support executive communications, correspondence, and coordination across internal team leads and high-profile external partners/donors.

• Manage end-to-end travel arrangements, detailed itineraries, expense reports, and reimbursement submissions.

Governance Responsibilities

Serve as the primary administrative liaison for the Board of Directors, managing communications, scheduling, and logistics for both virtual and in-person meetings per year.

Lead end-to-end board meeting administration: compile and circulate comprehensive board packets well in advance, track outstanding action items, and record official meeting minutes.

Facilitate formal meeting procedures, ensuring familiarity with parliamentary governance protocols (e.g., quorum tracking, motions, seconding, and formal vote capture).

Coordinate all logistics for in-person board sessions, including room setup, AV/technology coordination, catering, hotel blocks, travel, and attendee amenities.

Oversee and maintain secure governance platforms, document repositories, and confidential records.

Stakeholder Engagement Responsibilities

• Coordinate professional engagements with key external partners, leadership teams, and committee members.

• Maintain accurate records and contact management within organizational databases.

• Flexibly support ad-hoc operational initiatives and leadership priorities as organizational needs evolve.

Experience and Qualifications

• +5 years of progressively responsible executive administrative experience, preferably supporting senior executives and/or senior-level stakeholders.

• Proven experience managing and engaging with board members or shareholder or committees.

• Experience with non profit organizations and constituent communication.

• Exceptional organizational skills and the ability to manage multiple competing priorities.

• Strong interpersonal and communication skills, with the ability to engage professionally with senior executives and external stakeholders.

• Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.

• Experience with CRM systems, document management platforms and governance-related technology is an asset.

• Demonstrated discretion, sound judgment, initiative and commitment to confidentiality.

Competancies

Professionalism
Discretion
Initiative
Attention to detail
Adaptability
Relationship-building
Strong follow-through

Working Conditions

Must have a dedicated, quiet home workspace conducive to handling highly confidential matters.

Flexibility to accommodate evening board meetings scheduled in Eastern Time.

Flexibility for occasional local in-person meetings (in Montreal or Toronto) and limited travel for annual in-person board sessions.