Executive Assistant, Board of Directors (Bilingual)

Semex; Guelph; On-site; CAD 45,000 - 75,000; Full time

Job summary

An established industry player is seeking an Executive Assistant to the Board of Directors. This pivotal role involves ensuring smooth operations and effective communication between the Board and the company. The ideal candidate will be bilingual in English and French, possess exceptional organizational skills, and have a proven track record in executive support. This dynamic position offers a challenging yet flexible work environment, where your contributions will directly impact the success of the organization. Join a forward-thinking team that values innovation and collaboration, and be part of a company that truly invests in its people.

Benefits

Flexible work environment

Competitive compensation

Benefit package

Accommodations for disabilities

Qualifications

• Proven experience as an Executive Assistant supporting senior leadership.
• Strong written and verbal communication skills for professional interactions.

Responsibilities

• Coordinate logistics for Board meetings and manage documentation.
• Handle sensitive information with discretion and maintain records.

Skills

Bilingual (English and French)

Organizational Skills

Communication Skills

Discretion and Confidentiality

Problem-Solving Skills

Education

Bachelor’s degree in Business Administration

Bachelor’s degree in Communications

Tools

Office Software

Job description

Semex is a dynamic global organization that is committed to developing and delivering innovative genetic solutions. We believe that people truly are the cornerstone of our success, and that our employees are our most important asset.

Position Overview:

As the Executive Assistant to the Board of Directors, you will play a pivotal role in ensuring smooth operations and effective communication in both English and French between the Board and the company. You will be responsible for managing the Board’s administrative functions, preparing materials for meetings, and handling sensitive and confidential information. This is a dynamic and fast-paced role that requires a proactive and highly organized individual who can anticipate the needs of the Board and executive team.

Key Responsibilities:

1. Board Meeting Support:
   1. Coordinate scheduling, logistics, and preparation for Board meetings, including ensuring all materials are distributed in advance.
   2. Ensure translation services and materials are in place (English/French).
   3. Attend Board meetings to take minutes and track action items.
   4. Prepare and maintain records of meeting minutes, resolutions, and related documentation.
   5. Ensure per diems and expenses are tracked and submitted for reimbursement.
2. Document Management:
   1. Organize and maintain the Board’s files, ensuring they are up-to-date, accessible, and compliant with organizational policies.
   2. Manage the distribution of key documents, including agendas, reports, and presentations.
3. Executive Reports & Board Presentations:
   1. Collect, prepare, format and organize all board presentation materials from executives and ensure all documents are translated.
   2. Organize translation services for board meetings.
4. Calendar and Travel Management:
   1. Coordinate and manage the Board and Executive calendars, including scheduling meetings, travel arrangements, and other appointments.
   2. Handle travel logistics and ensure seamless arrangements for board members and executive team.
5. Confidentiality and Discretion:
   1. Handle sensitive and confidential information with the utmost discretion.
   2. Act as a trusted point of contact for Board members regarding confidential matters.
6. Board Member Onboarding:
   1. Maintain the Board member onboarding program.

Qualifications:

1. Bilingual Language skills in French and English is required.
2. Proven experience as an Executive Assistant or in a similar administrative role, preferably supporting senior leadership and/or Board of Directors.
3. Strong written and verbal communication skills, with the ability to interact professionally with Board members and other key stakeholders.
4. Exceptional organizational skills and the ability to prioritize tasks.
5. Experience with meeting preparation, agenda creation, and minute-taking.
6. High level of professionalism, attention to detail, and discretion when handling confidential information.
7. Proficiency in office software.
8. Strong problem-solving skills and the ability to manage multiple tasks and projects simultaneously.

Education and Experience:

1. Bachelor’s degree in Business Administration, Communications, or a related field (preferred).
2. At least 3-5 years of experience in an executive support role, ideally with experience in a corporate or nonprofit Board setting.

At Semex, we demand the best of ourselves, our company and what we do for our customers. Surrounding ourselves with the best, the brightest and the most aggressive professionals ensures we attain this goal. We offer a challenging yet flexible work environment along with competitive compensation and benefit package.

Semex encourages people with disabilities to apply for open positions. Accommodations will be available upon request, depending on need, for candidates participating in the various stages of the recruitment process. Please contact: [e-mail]

We thank all applicants for applying for this position, but only those considered for an interview will be contacted.