Senior Executive Assistant and Board Liaison

Kids Help Phone•Toronto, ON

2d•CA$82,100 - CA$96,500•Hybrid

About The Position

Reporting to the President & CEO, the Senior Executive Assistant and Board Liaison provides strategic and administrative support to the CEO while managing governance activities for the Board of Directors and its committees. The role ensures effective executive operations, coordination of priorities, and management of confidential matters, while supporting Board governance through meeting coordination, board materials, records management, and adherence to governance policies and best practices. It’ll take courage, collaboration, innovation, resilience and trust. If you’re interested in transforming e-mental health solutions with KHP, you can explore this opportunity today!

Requirements

Post-secondary education in business administration, public administration, or a related field; equivalent combination of education and experience considered.
5+ years of progressive experience in executive administration, including direct support to executives and Boards of Directors.
Experience dealing with Boards of Directors with a high level of understanding of Board governance.
Demonstrated experience managing confidential and sensitive information with a high degree of discretion, diplomacy, and sound judgment.
Exceptional organizational and project management abilities, with a keen attention to detail and the ability to manage multiple priorities in a fast-paced environment.
Excellent written and verbal communication skills, including experience drafting Board materials and executive correspondence.
Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams).
Work outside of normal business hours as required.
Ability to travel within Canada, as required.

Nice To Haves

Experience with board management software is an asset.
Bilingualism in English and French is a strong asset.

Responsibilities

Provides executive support to the President and CEO, managing calendars, correspondence, logistics support and confidential matters with discretion and professionalism.
Receives, reviews, and screens all communication and correspondence; takes action where appropriate, exercising judgment and knowledge of organizational processes.
Composes and drafts emails, memos, letters, briefing notes and special reports in a timely manner.
In conjunction with CEO, monitors the executive office budget and expense management.
Anticipate needs and proactively manage priorities, ensuring the CEO is well-prepared for all engagements, meetings, and commitments.
Coordinate cross-functional follow-ups, monitor action items, and support key organizational priorities and special projects.
Leads the planning and execution of executive-level events, retreats, and leadership offsites.
Attends meetings, takes minutes, and ensures follow-up on issues arising from meetings.
Performs other duties and responsibilities as assigned by the CEO.
Provides administrative support to the Board of Directors and Board Committees (Audit, Finance and Risk and Board Governance Committee), including governance calendar, drafting the agendas and supporting materials of Board meetings, preparation and timely distribution of agendas and background materials, and takes minutes of meetings.
Manages the online Board portal (Diligence) for the publication of information and meeting materials for the Board and Committees of the Board. Trains new users on the use of the portal, both staff and board volunteers.
Maintain governance records, Board portal content, and documentation.
Oversees the preparation and timely distribution of quarterly Board reports, ensuring all materials are completed, received, and circulated in accordance with established timelines.
Maintains register of attendance and maintenance of Board Tenure, according to Board Bylaws.
Coordinates a variety of meetings (Annual General Meetings, regular monthly Board meetings, Board Committees, Board Retreat, Board Dinners etc.), including inviting participants, scheduling times and dates and all logistics including booking board and conference rooms, arranging room set-up, audio-visual etc.
Oversee and ensure the development, review, and maintenance of all Board-level policies.
Assists the Board of Directors in recruiting Board and Committee members by posting opportunities, coordinating interviews, and signed agreements from successful candidates.