Assistant Board Secretary and Executive Assistant to the General Counsel

Plan Canada International; Toronto; Hybrid; CAD 50,000 - 62,000; Full time

Job summary

A leading non-profit organization in Toronto is seeking an Assistant Board Secretary and Executive Assistant to the General Counsel. The role includes providing administrative support, managing Board meetings, and ensuring compliance with corporate governance standards. Ideal candidates should have a post-secondary degree or equivalent experience, strong organizational skills, and proficiency in Microsoft Office 365. This full-time position offers a salary range of $50,000 to $62,000 and benefits in a hybrid work environment.

Benefits

Comprehensive benefits package

Generous paid time off

Qualifications

• Post-secondary degree or diploma in a relevant field or equivalent professional experience.
• Strong time management and organizational skills with attention to detail.
• Excellent communication and interpersonal skills.

Responsibilities

• Provide administrative and executive support to the General Counsel.
• Organize and coordinate quarterly meetings of the Board.
• Maintain accurate corporate file retention and manage Board and Committee files.

Skills

Time management

Organizational skills

Communication skills

Confidentiality

Proactive problem-solving

Advanced proficiency with Microsoft Office 365

Strong writing skills

Education

Post-secondary degree or diploma in a relevant field

Tools

Board Management software (e.g., Diligent)

Job description

Overview

Assistant Board Secretary and Executive Assistant to the General Counsel

Organization: Plan International Canada

Reports to: General Counsel & Safeguarding Focal Point and President & CEO

Location: Toronto

Status: Full-time, Permanent

Location note: Hybrid workplace (office and home).

Responsibilities

Assistant Board Secretary

• Provide administrative and executive support, including special projects, in matters related to Plan International Canada’s Board of Directors.
• Organize, coordinate and facilitate quarterly and ad hoc meetings of the Board and its Committees, including preparing meeting schedules, notices, agendas, materials, logistics and surveys.
• Maintain the Board / Committee annual workplans and manage action items.
• Prepare Board resolutions and assist in the preparation of meeting materials including briefing notes and presentations.
• Record, compose and distribute timely and accurate Board minutes, act as custodian for corporate and historical records, meeting minutes and related Board and Committee information.
• Support Board initiatives such as annual Board / Committee evaluations, Board member orientation and training, special projects.
• Maintain accurate corporate file retention and ongoing management of Board and Committee file retention on SharePoint and Board Management portal (Diligent).
• Manage corporate filings with regulators.
• Support Board travel logistics where required.
• Work closely with Executive Management as the Administrative Lead for 1-2 Board Committees.
• Liaise with Treasurer for approval of Board related financial and contract procurement.
• Support the Finance Department for completion and filing of CRA and audit related documentation.
• Ensure compliance with corporate governance best practices and applicable legislation / regulatory requirements.
• Lead the end-to-end project management of international Board trips (every two years), including planning, logistics, stakeholder coordination, briefing materials, risk management, and on-site support.
• Plan and manage domestic Board retreats (alternating years), including agenda development, scheduling, communications, and evaluation.

Executive Assistant, General Counsel and Safeguarding Focal Point

• Provide an expert level of administrative support to the General Counsel.
• Manage calendar of the General Counsel and Safeguarding Focal Point including prioritizing meetings and travel requests.
• Manage a range of inquiries directed to the General Counsel; delegating as appropriate and drafting responses where required.
• Ensure projects are kept on track and completed within the agreed timeframe. Manage co-ordination, action tracking and minute taking, and development of presentation material.
• Support the legal review and financial approval of estate documentation in coordination with the Planned Giving Business Unit.
• Ensure timely processing of legal invoices.
• Complete ad hoc administrative requests including document formatting, letterhead and policy template updates.
• Act as Administrative Lead for the internal Safeguarding Committee, ensuring compliance with Global Safeguarding Standards
• Draft agendas, take minutes, and maintain the action register for the internal Safeguarding Committee.
• Maintain the annual Safeguarding incident report.
• Lead coordination of the biannual Safeguarding standards self-assessment exercise.
• Manage and track Safeguarding awareness initiatives across the organization (e.g., campaigns, training, reminders).
• Liaise with external counsel and stakeholders on behalf of the General Counsel as needed.
• Perform other duties as requested, including provision of coverage for the Executive Assistant to the CEO.

Ideal candidate qualifications

• Post-secondary degree or diploma in a relevant field or equivalent professional experience.
• Prior Board secretarial experience.
• Strong time management and organizational skills with attention to detail.
• Excellent communication and interpersonal skills; ability to work in a team and build relationships at all levels.
• Ability to handle sensitive and confidential situations with tact, diplomacy and professionalism.
• Ability to work independently, prioritize projects, meet deadlines, and take initiative.
• Experience with Board Management software (e.g., Diligent) or similar tools.
• Commitment to confidentiality and discretion.
• Proactive problem-solving and project management skills.
• Advanced proficiency with Microsoft Office 365 and MS Teams.
• Strong writing, proofreading and editing skills.
• Ability to manage competing priorities and set expectations effectively.
• Resourceful, with initiative and follow-through.
• Passion for mission-driven work and alignment with Plan International Canada’s values.

How to apply

To express interest in this opportunity, submit your resume and cover letter to the Plan International Canada apply page at https://plancanada.ca/apply by October 1, 2025.

Compensation and benefits

The salary range for this position is anticipated to be between $50,000 and $62,000. Compensation is determined based on experience, skills and education, and is aligned with market trends. This role includes a comprehensive benefits package and generous paid time off.

Plan International Canada is a hybrid workplace and encourages applications from diverse communities. We welcome Indigenous persons, persons with disabilities, visible minorities, women, and individuals of all sexual orientations and genders.

If you require accommodations during the application process due to a disability, please contact [e-mail] to discuss adjustments to the process.

What can you expect by joining Plan International Canada

Plan International Canada is recognized for strong organizational culture and a commitment to diversity and inclusion. Our mission remains focused on advancing children’s rights and equality for girls, with a history of impact and an emphasis on trust, inclusivity, and collaboration.

J-18808-Ljbffr