Executive Assistant to the CEO & Corporate Secretary

Job summary

The Executive Assistant will serve as a trusted partner to the CEO, managing executive operations, board governance, and organizational planning. They will coordinate strategic initiatives, handle sensitive inquiries, and ensure the CEO and Board receive accurate, decision-ready information.

Job details

Women Building Futures (WBF) is a non-profit organization that empowers women to become economically prosperous through industry recognized training. WBF is building an inclusive culture that encourages, uplifts, and celebrates diversity of our employees and the communities we serve. WBF is committed to workplace inclusion based on values of Integrity, Health & Safety, Courage, and Compassion. Career opportunities with WBF are open to all genders. Candidates with diverse backgrounds and experiences are encouraged to apply. The Opportunity Women Building Futures is seeking an accomplished Executive Assistant to the CEO & Corporate Secretary to serve as a trusted partner to the CEO and a key connection among the CEO’s office, Board of Directors and the Organization. This highly visible role blends executive support, board governance, organizational planning and cross-functional coordination. You will bring sound judgment, discretion and a proactive mindset to a fast-moving environment. By anticipating needs, turning complex information into clear action and keeping priorities moving, you will help the CEO focus on the decisions and relationships that advance WBF’s goals. What success looks like The CEO and Board receive accurate, timely and decision-ready information. Board and committee processes, records and follow-up are organized, compliant and consistently maintained. Strategic initiatives, annual and quarterly planning, and performance reporting are monitored on behalf on the CEO to ensure they stay track. Emerging issues and sensitive inquiries are anticipated and handled with care, discretion and sound judgment. The CEO is supported with the coordination and clarity needed to deliver shared priorities. What you will do Executive Partnership Manage the CEO’s calendar, correspondence, meeting preparation and follow-up, balancing competing priorities with professionalism and good judgment. Support in prepare briefings, presentations, reports and decision-support materials which may include research, analyzing and summarizing related data and information. Coordinate strategic initiatives and organizational commitments, track actions and surface risks or opportunities early. Support annual and quarterly planning and reporting, including WBF’s strategic plan, operational plan and CEO/President reports to the Board. Support the CEO’s hosting of internal meetings, events, and communications e.g. leadership meetings, staff, staff meetings, recognition events, newsletters etc as well as external stakeholder hosting events with key stakeholders including government and industry partners. Act as a trusted point of contact for the CEO’s office, responding to and redirecting internal and external inquiries appropriately. Board Governance and Corporate Secretary Support Coordinate Board and committee calendars, meetings, agendas, packages, minutes and action tracking. Maintain governance records, policies and board administration systems to a high standard. Support Board of Director onboarding and ongoing governance effectiveness. Oversee the board document management system and ensure information is current, organized and accessible. Organizational Coordination Coordinate planning and reporting cycles, KPI monitoring and organizational performance reviews. Build productive relationships across leadership, staff, the Board and external stakeholders. Promote clear, accurate and consistent communication while handling sensitive matters confidentially. Identify practical opportunities to improve processes, collaboration and follow-through. What you bring A diploma or bachelor’s degree in business administration or a related field, or an equivalent combination of education and experience. Eight to ten years of progressively responsible experience supporting senior executives or executive-level functions. At least five years of experience with board governance, board operations or corporate secretary responsibilities. Demonstrated success coordinating strategic initiatives, planning cycles and priorities across teams. Exceptional organization, communication and relationship-building skills, with the ability to manage multiple priorities and deadlines. Strong analytical judgment and the ability to turn information into clear recommendations and action. Advanced proficiency with Microsoft 365, including Microsoft Teams, and confidence learning new business systems. A consistent record of handling confidential and sensitive information with discretion. Experience with policy governance, policy management or a not-for-profit organization is an asset. How you work You are strategic and highly organized, yet comfortable shifting between big-picture priorities and precise details. You lead through influence, build trust across diverse working relationships, communicate with clarity and follow through on commitments. You are adaptable, improvement-minded and accountable for results.

What you’ll do

The Executive Assistant will serve as a trusted partner to the CEO, managing executive operations, board governance, and organizational planning. They will coordinate strategic initiatives, handle sensitive inquiries, and ensure the CEO and Board receive accurate, decision-ready information.

Requirements

Candidates must have a diploma or bachelor's degree in business administration and eight to ten years of experience supporting senior executives. Additionally, at least five years of experience in board governance or corporate secretary responsibilities is required.

Listed skills

• Project Coordination · Preferred
• Microsoft Teams · Preferred
• Microsoft 365 · Preferred
• Data analysis · Preferred
• Communication · Preferred
• Relationship Building · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive support
• Board governance
• Corporate secretary
• Strategic planning
• Calendar management
• Data analysis
• Stakeholder management
• Policy management
• Microsoft 365
• Microsoft Teams
• Project coordination
• Confidentiality
• Communication
• Relationship building
• Organizational planning
• Process Improvement
• Presentations
• Performance Reporting
• Key Performance Indicators (KPIs)
• Planning
• Governance
• Operations
• Coordinating
• Influencing Skills
• Leadership
• Business Administration
• Relationship Building
• Courage
• Research
• Professionalism
• Strategic Planning
• Balancing (Ledger/Billing)
• Newsletters
• Compassion
• Business Systems
• Workplace Inclusivity
• Follow Through
• Cross-Functional Coordination
• Executive Information Systems
• Document Management Systems
• Organizational Performance
• Policy Governance
• Policy Management
• Board Governance
• Building Trust

Job areas

• Administrative
• Management & Leadership
• Social Services
• Government & Public Sector
• Executive Assistant to the Chief Executive Officer
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants