Reports To: Executive Director

Position Summary:

The Executive Assistant & Governance Coordinator serves as a trusted partner to the Executive Director and is responsible for coordinating leadership operations, governance, organizational initiatives, and supporting communication and alignment across the organization.

This role provides high-level support to the Executive Director (ED), Board of Directors, Board Committees, and Leadership Team. The position ensures organizational priorities, governance obligations, projects, reporting requirements, and critical administrative processes are coordinated, communicated, and completed to a high standard.

The successful candidate will demonstrate exceptional judgment, discretion, attention to detail, organizational skills, and the ability to manage multiple competing priorities. The role is best suited towards a team player who is service oriented, is committed to quality, and excited about the opportunity to create and implement systems and processes to help our organization achieve its goals and objectives.

Key Responsibilities:

Executive Support

- Provide administrative support to Executive Director and leadership team including managing multiple calendars, scheduling meetings, taking minutes, setting agendas, preparing packages, and managing action items.

- Support Executive Director in managing strategic priorities by coordinating annual workplans, adhering to deadlines, meeting compliance requirements, and maintaining effective reporting.

- Prepare and edit correspondence, quarterly reports, presentations, briefing notes for the ED.

- Organize organizational information and ensure it is maintained in a systematic and accessible manner, maintaining documentation standards and records management.

- Maintain Board, membership, and staff directories, email boxes, and multiple distribution lists.

- Coordinate meeting logistics, including room bookings, virtual meeting links, AV, catering, attendance, materials, and related communications for staff, leadership, membership, and stakeholder meetings.

- Act as central point of contact for PCN related inquiries and support needs.



Foster a positive and collaborative workplace environment.

Organizational Reporting and Compliance

- Manage corporate calendar and coordinate leadership team reports to ensure all compliance requirements are met and submitted on time.

- Develop, maintain, support implementation of, and monitor compliance with organizational policies and procedures to support a safe, productive, and well-governed work environment.

- Maintain organizational documentation, contracts, records, document management systems, and records retention requirements in a systematic and accessible manner.

- Compile OHS reporting and other organizational compliance level data.

- Participate on PCN working groups and committees as assigned.

Board Governance

- Coordinate all aspects of Board, Committee, and Annual General Meeting preparation and logistics, including agendas, meeting packages, briefing notes, scheduling, room setup, AV, catering, minutes, follow-up items, and management actions.

- Prepare, review, and distribute Board and Committee materials, including reports, resolutions, briefing notes, annual reports, and Board communications.

- Develop and maintain annual Board and Committee calendars and decision registers.

- Develop, implement, and maintain Board and Committee governance policies, procedures, bylaws, manuals, foundational documents, contracts, corporate records, and regulatory requirements in conjunction with legal counsel, as required.

- Coordinate board evaluation, planning, recruitment and orientation of new Board Directors.

- Coordinate annual corporate filings and regulatory requirements.

- Serve as a point of contact for governance-related inquiries from the Board, internal and external stakeholders.

Project Coordination





- Lead and coordinate administrative and organizational projects as assigned, including developing project plans, coordinating completion activities across stakeholders, tracking progress, preparing status reports, and supporting communication between management and leadership.

- Monitor project deliverables and escalate risks requiring leadership attention.

- Perform other related administrative duties as required to support organizational effectiveness.

Qualifications:

- Minimum 3–5 years of experience providing senior administrative or executive support, preferably in a governance, healthcare, non-profit, or public-sector environment.

- Experience supporting executive meetings, Governance Boards and/or Committees required.

- Experience writing executive level reports, overseeing projects and supporting multiple priorities.

- Governance certification considered an asset.

- Minimum high school diploma with relevant experience supporting Executive position for minimum of 5 years.

- Office administration certificate or diploma an asset.

- Experience with project coordination, project tracking, and status reporting.

Core Competencies:

- Strong interpersonal skills and problem-solving skills.
- Demonstrated organizational and time management skills to support the Executive Director
- Ability to effectively communicate orally and in writing with various stakeholders.
- Adept in developing agendas and recording minutes.
- Solid computer skills including Outlook, MS Office, spreadsheets.
- Ability to prioritize and manage multiple tasks.
- Establish professional rapport and instill confidence with internal and external stakeholders.
- Must be a self-starter, able to stay organized, work independently, and follow direction.

Technical Skills:

- Microsoft office suite including Excel, PowerPoint, Copilot, and Word applications.
- Microsoft SharePoint and teams
- CRM experience an asset.

Working Conditions:

- Hybrid environment with travel to CRPCN work sites as required
- Valid driver’s license & access to reliable vehicle
- Some early morning and evening meetings required.

📌 Executive Assistant and Governance Coordinator (Canada)
🏢 Calgary Rural Primary Care Network
📍 Canada