National Executive Assistant and Governance Coordinator | Adjoint(e) de Direction National(e) et Coordinateur(trice) de la Gouvernance
About The Position
Canadian Parks and Wilderness Society (CPAWS) is a national charitable organization with 13 chapters across Canada, almost 100 staff, and hundreds of volunteers who have helped protect over half a million square kilometres of Canada’s public land and water since 1963. Our conservation vision is to protect at least half of Canada’s public land and water in a framework of reconciliation—for the benefit of both wildlife and humans. CPAWS is based on the unceded and unsurrendered lands of the Anishinabe Algonquin Nation and works in both unceded and treaty lands of First Nations, Métis, and Inuit throughout the country. We are committed to operating in a way that upholds justice, equity, diversity, and inclusion (JEDI), and to ensuring our workplace is inclusive and accessible. CPAWS National Office is seeking a National Executive Assistant and Governance Coordinator to support the National Executive Director (NED), the National Board of Trustees and organizational leadership. This is a key role within the organization, ensuring the NED's effectiveness by providing high-level administrative, governance, and coordination support. The National Executive Assistant and Governance Coordinator plays a central role in coordinating national governance processes, including working closely with the National Board of Trustees and supporting collaboration with Chapter Executive Directors across the country. This role also leads logistics for national meetings and events (virtual and in-person) and acts as a key point of contact for senior stakeholders. This position is ideal for a highly organized, proactive professional who thrives in a dynamic, national environment and is comfortable managing competing priorities with discretion and professionalism.
Requirements
- 5+ years of experience supporting a senior executive or leadership team
- Bilingual (English/French)
- Demonstrated experience supporting Boards of Directors and governance processes
- Experience coordinating meetings, events, and logistics with multiple stakeholders
- Exceptional organizational skills with strong attention to detail and accuracy
- Strong written and verbal communication skills
- High level of discretion and professionalism in handling confidential information
- Proficiency in Microsoft 365 (Outlook, Word, Excel, Teams) and virtual meeting platforms
- Ability to manage competing priorities and adapt to changing deadlines and conditions
- Collaborative, proactive, and service-oriented approach
- Interest in or commitment to environmental conservation
Nice To Haves
- Experience in the non-profit or charitable sector
- Experience supporting a national or multi-stakeholder organization
- Education in administration, business, communications, or a related field
Responsibilities
- Manage the NED’s calendar, including scheduling, prioritizing requests, and resolving conflicts
- Monitor and triage incoming communications to identify priorities and ensure timely follow-up
- Prepare and edit correspondence, briefing notes, reports, and presentations
- Coordinate travel arrangements, itineraries, and expense tracking
- Maintain organized filing systems (digital and physical)
- Support preparation for meetings with the National Office leadership team, senior stakeholders, funders, and partners
- Manage the NED’s budget
- Coordinate meetings of the National Board of Trustees and its committees, including: Annual meeting calendar, Agenda development, Preparation and distribution of materials, Minute-taking and tracking action items
- Support Annual General Meeting (AGM) planning and execution
- Maintain Board governance records and ensure proper documentation and organization
- Support onboarding and engagement of Board members
- Act as a liaison between the NED, Board members, and senior leadership
- Lead logistics for national meetings and events (virtual and in-person), including: Board meetings and retreats, Chapter Executive Directors and network meetings, Leadership and all-staff gatherings
- Coordinate venues, travel, accommodations, catering, and technical requirements
- Prepare agendas, materials, run-of-show documents
- Record and distribute meeting minutes
- Serve as primary logistics contact for participants
- Manage events budgets
- Manage the general phone line and email address and ensure all inquiries are handled in an efficient and accessible manner, and communications are prioritized and directed to appropriate personnel
- Act as a central point of contact between the National Office, the Board of Trustees, and Chapter Executive Directors
- Ensure smooth flow of information across a decentralized national network partnering with the National Office and Operations Manager (Family Site)
- Support the coordination of cross-chapter meetings and working groups as necessary
- Support National Office operations as necessary
Benefits
- Hybrid work model
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
No Education Listed
