Executive Assistant and Governance Coordinator

Reports To:

Executive Director

Position Summary:

The Executive Assistant & Governance Coordinator serves as a trusted partner tothe Executive Director and is responsible for coordinating leadership operations,governance, organizational initiatives, and supporting communication and alignment across the organization.

Thisrole provides high-level support to the Executive Director (ED), Board of Directors, Board Committees, and Leadership Team. The position ensures organizational priorities, governance obligations, projects, reporting requirements, and critical administrative processes are coordinated,communicated, and completed to a high standard.

The successful candidate will demonstrate exceptional judgment, discretion,attention to detail, organizational skills, and the ability to manage multiple competing priorities. The role is best suited towards a team player who isservice oriented, is committed to quality, and excited about the opportunity tocreate and implement systems and processes to help our organization achieve itsgoals and objectives.

• Provide administrative support to Executive Director and leadership team including managing multiple calendars, scheduling meetings,taking minutes, setting agendas, preparing packages, and managing action items.
• Support Executive Director in managing strategicpriorities by coordinating annual workplans, adhering to deadlines, meeting compliance requirements, and maintaining effective reporting.
• Prepare and edit correspondence, quarterly reports,presentations, briefing notes for the ED.
• Organize organizational information and ensure it is maintained in a systematic and accessible manner, maintaining documentation standards and records management.
• Maintain Board, membership, and staff directories,email boxes, and multiple distribution lists.
• Coordinate meeting logistics, including room bookings,virtual meeting links, AV, catering, attendance, materials, and related communications for staff, leadership, membership, and stakeholder meetings.
• Act as central point of contact for PCN related inquiries and support needs. Foster a positive and collaborative workplace environment.

• Manage corporate calendar and coordinate leadership team reports to ensure all compliance requirements are met and submitted ontime.
• Develop, maintain, support implementation of, and monitor compliance with organizational policies and procedures to support a safe, productive, and well-governed work environment.
• Maintain organizational documentation, contracts,records, document management systems, and records retention requirements in asystematic and accessible manner.
• Compile OHS reporting and other organizational compliance level data.
• Participate on PCN working groups and committees as assigned.

• Coordinate all aspects of Board, Committee, and Annual General Meeting preparation and logistics, including agendas, meeting packages, briefing notes, scheduling, room setup, AV, catering, minutes, follow-up items,and management actions.
• Prepare, review, and distribute Board and Committee materials, including reports, resolutions, briefing notes, annual reports, and Board communications.
• Develop and maintain annual Board and Committee calendars and decision registers.
• Develop, implement, and maintain Board and Committee governance policies, procedures, bylaws, manuals, foundational documents,contracts, corporate records, and regulatory requirements in conjunction withlegal counsel, as required.
• Coordinate board evaluation, planning, recruitment and orientation of new Board Directors.
• Coordinate annual corporate filings and regulatory requirements.
• Serve as a point of contact for governance-related inquiries from the Board, internal and external stakeholders.

• Lead and coordinate administrative and organizational projects as assigned, including developing project plans, coordinating completion activities across stakeholders, tracking progress, preparing status reports, and supporting communication between management and leadership.
• Monitor project deliverables and escape risks requiring leadership attention.
• Perform other related administrative duties as required to support organizational effectiveness.

• Minimum 3–5 years of experience providing senior administrative orexecutive support, preferably in a governance, healthcare, non- profit, or public-sector environment.
• Experience supporting executive meetings, Governance Boards and/or Committees required.
• Experience writing executive level reports, overseeing projects and supporting multiple priorities.
• Governance certification considered an asset.
• Minimum high school diploma with relevant experience supporting
  
  Executive position for minimum of 5 years.
• Office administration certificate or diploma an asset.
• Experience with project coordination, project tracking, and status reporting.

• Strong interpersonal skills and problem-solving skills.
• Demonstrated organizational and…