Executive Assistant

Windmill Microlending•Toronto, ON

8d•CA$95,000 - CA$105,000•Hybrid

About The Position

The Executive Assistant (EA) is a critical partner to the CEO and Board of Directors. The role provides high-level administrative, relationship and project management support for the CEO, and also serves as a corporate secretary to the board ensuring smooth governance functions, meticulous compliance and seamless communications between board and leadership.

Requirements

Bachelor’s degree or diploma in a relevant field, or equivalent experience.
5+ years of experience providing executive support at the C-suite level.
5+ years of experience managing the governance cadence and drafting board-level minutes for a corporate or non-profit board.
Expertise in corporate governance and board relations.
Strong project management skills, with experience overseeing multiple workstreams and deadlines.
Proficiency in Google WorkSpace Adobe Acrobat, and digital collaboration tools.
Proven experience drafting high-level board minutes and managing corporate records subject to regulatory audit.

Nice To Haves

Experience with CRM (e.g., Salesforce) and board management software is an asset.
Experience in non-profit organizations is a strong asset.
The ability to communicate in French is an asset.
The ability to prioritize tasks in a fast-paced environment.
Confidence, tact, and professionalism in communication with executives, board members, and external partners.
Experience managing confidential information with the highest level of discretion.
Strong problem-solving skills with a forward-thinking, results-driven approach.
Supportive, kind, and flexible in the face of challenges.
Commitment to the mission and values of the organization, with a passion for supporting impactful work.

Responsibilities

Serve as the key liaison between the CEO, Board of Directors, and Board Committees.
Facilitate corporate governance activities, including managing communications, preparing board materials, and managing federal/provincial filings.
Organize board and committee meetings, ensuring timely distribution of agendas and documentation.
Produce precise, legally robust, and timely minutes, resolutions, and action items that accurately capture the proceedings of the Board and its Committees.
Ensure accurate record-keeping of board-related documents, including member biographies, attendance logs, and governance policies.
Maintain a thorough working knowledge of organizational bylaws to monitor, advise on, and support Board compliance and operational alignment.
Manage board project management platform (Basecamp) and oversee travel logistics for board members.
Manage and execute the established annual governance calendar, ensuring all recurring committee requirements, statutory filings, and reporting deadlines are met flawlessly.
Support the onboarding and orientation of new board members and non-board volunteers, ensuring a seamless transition into their roles.
Identify opportunities to improve board meeting efficiency and effectiveness through technology, process enhancements, or training.
Manage the CEO’s calendar, coordinate meetings, and liaise with internal and external stakeholders.
Oversee travel arrangements, ensuring seamless logistics and detailed itineraries.
Maintain up-to-date records of meetings and stakeholder engagements in Salesforce.
Research and draft briefing notes and correspondence to support the cultivation and management of key relationships.
Assist in the prioritization and conservation of the CEO’s time by managing workflow, identifying urgent matters, and ensuring follow-through on key priorities.
Provide expense reconciliation and administrative support as required.
Support the effective functioning of the local office.
Oversee office administration tasks such as mail management, filing, and supply inventory.
Maintain organizational standards for office tidiness and operational efficiency.