Executive Assistant / Assistante à la Direction

Open Vacancy: This role is a current, active position and we are accepting applications.

Our client is a non profit organization and we are hiring an Executive Assistant & Governance Liaison to provide high-level administrative, operational, and strategic coordination directly to the President and senior leadership.

Overview of the role

In this pivotal, dual-focus role, you will manage executive-level calendar priorities and serve as the central operational anchor for the Board of Directors and related committees. Operating as a true right hand, you will anticipate executive needs weeks in advance, navigate competing demands, manage delicate diplomatic dynamics, and ensure high-touch governance operations run seamlessly.

The ideal candidate is a mature, resourceful, and assertive administrative partner with exceptional emotional intelligence, impeccable discretion, and sharp attention to detail.

Bilingualism in English and French, both written and spoken, is strongly preferred.

Executive Operations Responsibilities

• Provide proactive, high-level calendar management for the President, strategically scheduling priorities, gatekeeping time, and resolving scheduling conflicts weeks in advance.

• Act as an operational buffer and diplomatic driver, ensuring the President is briefed, prepared, and in the right room at the right time with all necessary materials and context.

• Support executive communications, correspondence, and coordination across internal team leads and high-profile external partners/donors.

• Manage end-to-end travel arrangements, detailed itineraries, expense reports, and reimbursement submissions.

Governance Responsibilities

Serve as the primary administrative liaison for the Board of Directors, managing communications, scheduling, and logistics for both virtual and in-person meetings per year.

• Lead end-to-end board meeting administration: compile and circulate comprehensive board packets well in advance, track outstanding action items, and record official meeting minutes.

• Facilitate formal meeting procedures, ensuring familiarity with parliamentary governance protocols (e.g., quorum tracking, motions, seconding, and formal vote capture).

• Coordinate all logistics for in-person board sessions, including room setup, AV/technology coordination, catering, hotel blocks, travel, and attendee amenities.

• Oversee and maintain secure governance platforms, document repositories, and confidential records.

Stakeholder Engagement Responsibilities

Coordinate professional engagements with key external partners, leadership teams, and committee members.

• Maintain accurate records and contact management within organizational databases.

• Flexibly support ad-hoc operational initiatives and leadership priorities as organizational needs evolve.

Experience and Qualifications

• +5 years of progressively responsible executive administrative experience, preferably supporting senior executives and/or senior-level stakeholders.

• Proven experience managing and engaging with board members or shareholder or committees.

• Experience with non profit organizations and constituent communication.

• Exceptional organizational skills and the ability to manage multiple competing priorities.

• Strong interpersonal and communication skills, with the ability to engage professionally with senior executives and external stakeholders.

• Advanced proficiency in Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.

• Experience with CRM systems, document management platforms and governance-related technology is an asset.

• Demonstrated discretion, sound judgment, initiative and commitment to confidentiality.

Competancies

• Professionalism
• Discretion
• Initiative
• Attention to detail
• Adaptability
• Relationship-building
• Strong follow-through

Working Conditions

Must have a dedicated, quiet home workspace conducive to handling highly confidential matters.

• Flexibility to accommodate evening board meetings scheduled in Eastern Time.

• Flexibility for occasional local in-person meetings (in Montreal or Toronto) and limited travel for annual in-person board sessions.

AIP Connect believes in equal opportunity. Our recruitment consultants are committed to inclusive recruitment and selection practices and will not discriminate based on age, colour, ability, national origin, race, religion, sex, or sexual orientation.

Accessibility: If you need any accommodations during the interview process, please let us know.

Posted Salary: Actual compensation within this range will be determined based on job-related skills, relevant experience, education, and training. This range reflects base salary only and does not include eligibility for bonus program or other benefits.

For the most accurate and up-to-date details on this role, please refer directly to AIP Connect’s careers page, as third-party sites may not reflect current information.