Search jobs
EA to the CEO - Governance
Ottawa, ON K1A 0A1 CA | Work from home flexibility TELECOMMUTE CA
Job Description
Our client operates within a national governance-focused environment and plays a central role in ensuring effective oversight, operational excellence, and strategic execution. This organization is known for its commitment to high standards, strong values, and the long-term sustainability of the Canadian industry it supports.
The Executive Assistant-Governance role is integral to ensuring smooth governance operations, supporting the CEO, and enabling Board and committee effectiveness.
The new Executive Assistant-Governance will be responsible for providing senior-level administrative, governance, and logistical support to the CEO, Board of Directors, and key committees.
Executive Assistant-Governance Responsibilities
- Manage the CEO’s calendar, agenda, correspondence, and email with accuracy and discretion
- Prepare weekly summaries of business arising and ensure timely follow-up on action items
- Coordinate national and international meetings, including travel and event logistics
- Draft, edit, and prepare correspondence, presentations, and briefing materials
- Maintain and update internal web portals and document repositories
- Serve as a key liaison between the CEO, Board members, committees, and internal stakeholders
- Coordinate all Board and committee meetings, including space, interpretation, AV, catering, travel, and documentation
- Prepare, distribute, and archive meeting materials in both official languages
- Attend Board and committee meetings and prepare formal minutes
- Circulate motions and directives and track follow-up items
- Ensure annual governance documentation is completed
- Coordinate logistics for annual strategic planning sessions
- Support preparation and tracking of annual action plans and priorities
- Prepare strategic progress reports for Board presentation
- Maintain annual meeting calendars and coordinate scheduling
- Seek input and prepare draft agendas in collaboration with the CEO
- Manage meeting logistics and prepare materials
- Record minutes, prepare summaries, and track business arising
- Act as liaison with hotels, AV, interpreters, and other vendors
- Manage guestroom reservations and meeting space for Directors and stakeholders
- Review, manage, and upload meeting-related contracts
- Support coordination of convention codes and negotiated hotel rates
- Ensure compliance with governance and regulatory requirements
- Handle sensitive information with strict confidentiality
- Support governance-related documentation, including policy approvals and licensing amendments
- 7+ years of experience supporting a C-suite leader and Board-level governance
- Experience in agriculture is an asset
- French/English bilingual proficiency, written and spoken is a must
- Strong organizational and communication skills in both official languages
- Demonstrated ability to manage complex logistics and multiple priorities
- Experience preparing minutes, board materials, and governance documentation
- High professionalism, discretion, and exceptional attention to detail
- Strong technical skills with portals, document management systems, and MS Office
- Ability to travel occasionally for meetings and events\
- Based in the Ottawa area with availability for a hybrid work model
- The discussed salary range is $75, 000– $90,000 depending on experience
- Candidates with additional experience and higher compensation expectations may be considered
- Comprehensive benefits package
- Fitness Benefit
- One time home office allowance
- Pension
- Opportunities for professional growth and involvement in national-level governance
- Hybrid work environment
#LI-PB1
Meet Your Recruiter
Patti Babyn
RPR, Senior Recruitment Consultant
HR, Senior Administrative & Executive Assistants
Specializing in Human Resources, Executive Assistant, and Senior Administrative placements across Canada, Patti has over 15 years of national and global recruitment experience. She brings a wealth of expertise in interviewing, placement and collaboration, giving her clients the benefit of impeccable matches. She was also a business owner and managed a sales team for nine years, so she brings practical insights that drive success for her clients.
Patti’s thoughtful questions probe deep into the needs of each client, allowing her to pinpoint the best talent for the role from her vast network of qualified candidates. She is equally enthusiastic with candidates. Knowing that what she does changes lives, she provides insightful advice. With a heartfelt commitment to helping others, she situates candidates in positions where they will succeed. She has a degree and background in social work, where she honed keen communication and assessment skills. Passionate about cultivating long-lasting relationships with both clients and candidates, she is an ongoing resource for those she partners with.
Patti is a wife and mother, and outside of the office enjoys camping, hiking, cycling and volunteering. She is also a part-time makeup artist and takes pride in helping woman look and feel their best!