Executive Assistant to CEO and Board liaison

Reports to

Chief Executive Officer

Work location-Canada, remote

Position Summary

The executive assistant to the CEO and Board Liaison is a high trust strategic support role responsible for maximizing the effectiveness of the CEO while ensuring professional, consistent, and well governed support to the Board of Directors.

This role operates at the intersection of executive operations and governance providing seamless coordination of Board activities, strengthening organizational discipline, and enabling informed decision making.

This position with NNAS would be best suited to an individual with an interest and understanding of the regulatory environment, especially in the healthcare / nursing space.

Key Responsibilities

Executive support to the CEO ≈60%

• Manage CEO calendar with a focus on strategic prioritization.
• Coordinate CEO travel.
• Coordinate internal and external meetings including senior stakeholders and partners.
• Participate in NNAS team meetings, contribute to deliverables, action items, etc.
• Manage the CEO's e-mail and daily correspondence within guidelines set by the CEO.
• Draft correspondence and other documents for the CEO.
• Manage the “office” including mail and package delivery.
• In collaboration with the Information Technology team, create and monitor a filing system that meets the organization's needs and security standards.
• Support other team members as required including participating on committees and special projects, preparing documents, reports, spreadsheets, presentations, databases, proof-reading materials and environmental scanning.
• Work cooperatively across departments to coordinate activities and support effective teamwork.
• Prepare briefing materials, agendas, and background notes for meetings.
• Track CEO commitments, follow ups and key deliverables.
• Support development of reports, presentations and correspondence.
• Anticipate needs and proactively remove administrative and operational friction.

Board and committee coordination ≈30%

• Plan and coordinate all board and committee meetings (scheduling, accommodations, organization, and logistics).
• Act as the point of contact for Board members regarding meeting logistics and committee needs.
• Attend board meetings and record minutes.
• Organize and maintain all meeting platforms (MS teams, Zoom, PowerPoint, external presentations).
• Ensure follow up deadlines are met.
• Assist in the preparation of briefing notes and other materials to support the CEO and the board.
• Plan and coordinate special events.
• Act as the point of contact and support for team members contributing to board packages.
• Develop and distribute board packages in a timely, consistent, and professional format.
• Maintain annual board and committee calendars.
• Organize and maintain the board communication platform and provide board orientation as needed.
• Serve as primary administrative liaison between management and the board.

Governance and corporate record support ≈10%

• Draft board and committee meeting minutes for review by the CEO.
• Maintain accurate and organized corporate records including:

- Board minutes and resolutions, committee documentation

- Governance policies and key documents

• Track board director terms renewals and onboarding activities.
• Support annual processes (conflict of interest declarations, Board evaluations, etc.)
• Assist in the coordination of the annual general meeting.

Other duties and responsibilities as assigned.

Qualifications and experience

• 5 plus years supporting senior executives and/or boards of directors.
• Experience with nonprofit regulatory or governance environments is an asset.
• Strong understanding of board governance practices and confidentiality requirements.
• Demonstrated ability to manage competing priorities with discretion and sound judgment.
• Advanced organizational and coordination skills.
• Excellent computer skills including:

-MS office

-calendar management

-project management (Monday)

-research programs

-online meeting software (Owl)

• Experience with document production and proof-reading.
• Strong interpersonal skills to foster positive working relationships with all team members and partners.
• Strong clear and concise English communication skills (verbal and written). A good…