Posted:
Job Description
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
- 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