EA to CEO Governance

Position: EA to the CEO Governance
We’re looking for a hybrid Executive Assistant – Governance
, fluent in English and French
, within the agriculture industry
, based in Ottawa.

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

Board of Directors & Governance Support

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

Strategic Planning & Organizational Support

Coordinate logistics for annual strategic planning sessions

Support preparation and tracking of annual action plans and priorities

Prepare strategic progress reports for Board presentation

Committee Support

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

Vendor, Contract & Travel Coordination

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

Compliance & Confidentiality

Ensure compliance with governance and regulatory requirements

Handle sensitive information with strict confidentiality

Support governance-related documentation, including policy approvals and licensing amendments

The Successful Candidate Has

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

Compensation and Benefits

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

Candidates must be legally authorized to work in Canada. Only candidates selected to move forward in the hiring process will be contacted.