Senior Executive & Governance Assistant (Hybrid)

Engineers Canada; Ottawa; Híbrido; CAD 54.000 - 68.000; Tempo integral

Resumo da vaga

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,

Qualificações

• 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.

Responsabilidades

• 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.

Formação

Bachelor's degree in Business Administration

Descrição da vaga

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,