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.

#IND