Executive Assistant, Executive Office

Engineers Canada; Ottawa; Hybrid; CAD 54,000 - 68,000; Full time

Job summary

Engineers Canada is seeking an experienced Executive Assistant to support the General Counsel, Corporate Secretary, and the President in a hybrid role in Ottawa, Ontario. You will manage calendars, coordinate executive meetings, prepare materials, and assist with governance and board activities while handling confidential information with discretion.

The role requires a university degree in business administration or related field and a minimum of five years of senior administrative experience,

Qualifications

• Graduate from a recognized University in business administration or relevant field, or an equivalent combination of education and experience.
• A minimum of five (5) years’ experience providing senior-level administrative support.
• Demonstrated proficiency in office and administrative skills.
• Capacity to work under pressure with attention to detail. Must be able to simultaneously address numerous tasks and priorities.
• Experience in contract review and assessment.

Responsibilities

• Provide legal administrative support to the General Counsel and Corporate Secretary, including maintaining legal files, tracking deadlines, and preparing reports.
• Own and administer the contract management process, including intake, review against approved templates and organisational requirements, coordination of legal review and approvals, execution, filing, and renewal tracking.
• Identify and refer contractual issues requiring legal advice or approval to the General Counsel.
• Administer consent processes, including coordinating requests, obtaining required approvals, and maintaining supporting records.
• Liaise with engineering regulators and other stakeholders on legal administrative matters under the direction of the General Counsel.
• Manage the CEO’s calendar, travel arrangements, and correspondence with discretion and professionalism.
• Coordinate executive and team meetings, including scheduling logistics, registration, preparation of materials, and follow-up on action items.
• Support the CEO’s budgeting activities by monitoring expenditures, preparing forecasts, and assisting with budget planning and expense claims.
• Prepare, review, and format executive reports, presentations and correspondence for clarity and accuracy.
• Maintain Executive Office files, systems, policies, and procedures, and respond to or appropriately refer urgent requests during team absences.
• Coordinate and administer the annual Board and Committee meeting cycle, including scheduling, director availability polling, calendar invitations, meeting logistics, and the creation of meeting events within Board management software.
• Prepare and maintain governance meeting documentation, including agenda and minute templates, and coordinate the translation of Board and Committee materials to support bilingual governance requirements.
• Maintain governance records and document repositories, including Board and Committee files in SharePoint, individual director records, and annual governance documentation requirements.
• Coordinate director onboarding and ongoing administrative support, including account management, governance training registration, orientation activities, scheduling, and related governance processes.
• Liaise with Communications and internal stakeholders to maintain governance-related web content and ensure Board and Committee information remains current following elections, appointments, and governance changes.

Education

Bachelor's degree in Business Administration

Job description

Executive Assistant, Executive Office (Hybrid)

Posting Date: November 10, 2026

Job Type: Permanent Full-Time

Application Submission Date: November 24, 2026

Salary Range: $54,235 to $67,827

About us

Engineers Canada exists to provide national support and leadership on behalf of the engineering regulators in Canada to promote and maintain the integrity, honor, and interests of the profession.

We foster a work environment that challenges and empowers employees, promotes learning, teamwork, and innovation, and recognizes achievement. Employees aspire to a high-performance culture that is focused on results and represents the combination of collaboration and clear direction with scope for autonomy.

We need great people, creative ideas, and effective management of our resources. We require committed individuals who can exercise leadership at all levels in the organization. Come and join our team!

About the role

The Executive Assistant reports to General Counsel and Corporate Secretary and provides a high level of support to the Senior Leadership Team as well as the part-time President of Engineers Canada. The Executive Assistant plays a key role in establishing and maintaining an administrative infrastructure that facilitates the activities of a diverse team of professionals.

The Executive Assistant will be assigned various complex tasks to support the management team. In addition, the Executive Assistant acts as the coordinator for various committees and working groups and is required to arrange logistics, prepare, and distribute agendas and minutes.

The incumbent liaises at all levels with staff, volunteers, the engineering regulators, and government and takes initiative in solving problems and maintaining strong working relationships within the parameters of the position.

The Executive Assistant has access to sensitive information, and must ensure a high degree of confidentiality, integrity, and loyalty.

Key Responsibilities

Legal Administration

• Provide legal administrative support to the General Counsel and Corporate Secretary, including maintaining legal files, tracking deadlines, and preparing reports.
• Own and administer the contract management process, including intake, review against approved templates and organisational requirements, coordination of legal review and approvals, execution, filing, and renewal tracking.
• Identify and refer contractual issues requiring legal advice or approval to the General Counsel.
• Administer consent processes, including coordinating requests, obtaining required approvals, and maintaining supporting records.
• Liaise with engineering regulators and other stakeholders on legal administrative matters under the direction of the General Counsel.

Executive Office

• Provides administrative support to the Executive Office, Senior Leadership Team, and part-time President.
• Manage the CEO’s calendar, travel arrangements, and correspondence with discretion and professionalism.
• Coordinate executive and team meetings, including scheduling logistics, registration, preparation of materials, and follow-up on action items.
• Support the CEO’s budgeting activities by monitoring expenditures, preparing forecasts, and assisting with budget planning and expense claims.
• Prepare, review, and format executive reports, presentations and correspondence for clarity and accuracy.
• Maintain Executive Office files, systems, policies, and procedures, and respond to or appropriately refer urgent requests during team absences.

Governance

• Coordinate and administer the annual Board and Committee meeting cycle, including scheduling, director availability polling, calendar invitations, meeting logistics, and the creation of meeting events within Board management software.
• Prepare and maintain governance meeting documentation, including agenda and minute templates, and coordinate the translation of Board and Committee materials to support bilingual governance requirements.
• Maintain governance records and document repositories, including Board and Committee files in SharePoint, individual director records, and annual governance documentation requirements.
• Coordinate director onboarding and ongoing administrative support, including account management, governance training registration, orientation activities, scheduling, and related governance processes.
• Liaise with Communications and internal stakeholders to maintain governance-related web content and ensure Board and Committee information remains current following elections, appointments, and governance changes.

Education and Experience Requirements

Education

• Graduate from a recognized University in business administration or relevant field, or an equivalent combination of education and experience.

Experience

• A minimum of five (5) years’ experience providing senior-level administrative support.
• Demonstrated proficiency in office and administrative skills.
• Capacity to work under pressure with attention to detail. Must be able to simultaneously address numerous tasks and priorities.
• Experience in contract review and assessment.

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