Executive Assistant & Governance Support Officer

Canadian Nuclear Association; Ottawa; Hybrid; CAD 60,000 - 80,000; Full time

Job summary

A non-profit nuclear organization in Ottawa is seeking an Executive Assistant & Governance Support Officer to provide critical executive support to the CEO while managing governance-related tasks. The ideal candidate has 5+ years in administrative roles, excellent communication skills, and experience with board support. This hybrid position requires at least 2 days per week in the office.

Benefits

Hybrid work model

Inclusive recruitment process

Qualifications

• 5+ years of experience in administrative or executive support roles.
• Experience in supporting councils or boards within an organization.
• Exceptional attention to detail including proofreading skills.

Responsibilities

• Manage CEO’s calendar and appointments.
• Coordinate executive leadership team meetings.
• Prepare executive-level correspondence on behalf of the CEO.

Skills

Administrative skills

Written communication

Verbal communication

Relationship management

Proficiency in Microsoft Office 365

Discretion and political acuity

Education

Post-secondary education in business administration

Job description

Overview

Job Posting : Executive Assistant & Governance Support Officer

Full Time Temporary Contract

September 2025- December 2026

The Organization

The Canadian Nuclear Association (CNA) is a non-profit organization established in 1960 to represent the nuclear industry in Canada. We promote a strong vibrant and expanding nuclear industry that benefits our members, stakeholders and all Canadians. The CNA’s purpose is to lead and focus dialogue with and among key stakeholders concerning Canada’s nuclear future, namely, to be, and to be seen and heard to be, the voice of the industry. To this end, CNA offers a range of services : regulatory and government affairs; research and policy development; advocacy to advance member-relevant interests in the political and public spheres and, programs and external and member communications to support the association’s objectives.

The Opportunity

Reporting to the President & Chief Executive Officer (CEO) of the Canadian Nuclear Association (CNA), the Executive Assistant and Governance Support Officer is a critical linchpin within the Association, balancing a range of responsibilities that bridge executive administrative support with critical governance functions. This position is responsible for a wide array of duties including managing and prioritizing the CEO's dynamic and complex schedule, handling their correspondence, and coordinating pivotal meetings with senior leaders and industry partners. Beyond providing top-tier executive support to the CEO, the role is crucial in championing trans-parent and robust governance practices at the CNA. The incumbent will work with the CEO and Director of Corporate Affairs to support all governance-related activities with the board and committees to uphold high standards of accountability and integrity.

Key Responsibilities

• Manage CEO’s calendar and appointments, ensuring priorities align with organizational goals.
• Screen and prioritize CEO’s communications, maintaining focus on strategic matters.
• Coordinate executive leadership team meetings, record minutes, and track action items.
• Serve as liaison for the CEO with internal and external stakeholders.
• Prepare executive-level correspondence and communications on behalf of the CEO.
• Plan complex travel arrangements, handling last-minute changes and ensuring policy compliance.
• Track CEO meetings with public officials to support lobbyist registration compliance.
• Process CEO expense claims and maintain accurate records.
• Provide occasional support to other senior executives and back up coverage for Administrative Assistant.
• Coordinate logistics for board and committee meetings, including scheduling, venues, catering, and technology.
• Draft agendas based on workplans and committee terms of reference.
• Review, proofread, and ensure timely delivery of board documents.
• Prepare and record meeting minutes and manage follow-up action items.
• Maintain and update board SharePoint portal, calendars, and workplans.
• Maintain the integrity and accuracy of governance records including minute books, registers, and disclosure forms.
• Support board projects such as elections, self-evaluations, and director onboarding / offboarding.
• Assist with preparation for the Annual General Meeting and related communications.
• Liaise with executive leadership to ensure accurate, relevant information flows to the board.
• Assist in the development and monitoring of the governance area’s annual budget.

Knowledge & Skills Required

Post-secondary education in business administration, office management, or a related field, or equivalent work experience. 5+ years of experience in administrative or executive support roles, and experience in supporting councils or boards within an organization. High level administrative and organization skills, exceptional attention to detail including proofreading skills, and the ability to meet deadlines under pressure while ensuring

Excellent written and verbal communication skills in English. Proven ability to work effectively in a team and apply strong initiative and personal judgment to solving problems with minimal supervision. Demonstrated relationship management and interpersonal skills, including tact and diplomacy, the ability to maintain confidentiality and the ability to build trust with a wide range of people on complex and sensitive issues. Takes responsibility and accountability for tasks, while seeking advice and assistance when necessary. Strong level of proficiency with proven experience with Microsoft Office 365 applications. Proficient with technology and digital tools, with the ability to manage virtual and hybrid meetings which are complex in nature and troubleshoot when challenges arise. Professionalism, discretion, and political acuity.

Assets

The following attributes are considered an asset : Previous experience in sustainability, membership associations, or similar roles. Knowledge of non-profit governance with applicable regulatory and statutory requirements. Ability to speak French.

Working Conditions

The successful candidate is expected to work / live in the Ottawa and / or surrounding area. Work is hybrid, with a minimum of 2 days per week expected in the CNA office in Ottawa, and the other time working in a home office environment. This may change in the future to more than two days per week. Will be expected to travel outside the Ottawa area occasionally to attend board and / or committee meetings, conferences or training. During travel, working conditions will be restricted to safe and comfortable offices, and / or meeting venues. Travel would generally be one week or less.

To Apply

If this opportunity intrigues you and relates to your experience, then we want to hear from you. Please take the time to tell us about yourself in a unique cover letter – we want to hear your story – your background, your accomplishments, and why this role is a good fit for you and your career at this time. If you have questions in advance, please reach out to [e-mail] and we’ll set up a call as you may have questions that we would be glad to answer.

The CNA is committed to providing an inclusive and barrier-free recruitment process and work environment. We are an equal opportunity employer, and we are seeking qualified applications from employment equity groups including but not limited to Indigenous peoples, women, people of colour, people with disabilities, and members of LGBTQ+ communities such as queer, transgender, non-binary, and gender-variant individuals. You must be legally allowed to work in Canada in order to be eligible for this position. Please note that all applications will be acknowledged. Only those selected for an interview will be contacted directly. The posting will remain active on our website until our search process is complete. Please contact us in confidence and provide notice in advance if you require accommodations at any stage of the recruitment process. All requests for accommodation will be considered in a fair and objective manner that will ensure applicants are treated with respect and dignity. Please submit your cover letter and résumé using our online portal. For any questions or to request an accommodation, please contact us.

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