Reports To: Executive Director

Position Summary:

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

Thisrole provides high-level support to the Executive Director (ED), Board ofDirectors, Board Committees, and Leadership Team. The position ensuresorganizational priorities, governance obligations, projects, reportingrequirements, and critical administrative processes are coordinated,communicated, and completed to a high standard.

Thesuccessful candidate will demonstrate exceptional judgment, discretion,attention to detail, organizational skills, and the ability to manage multiplecompeting priorities. The role is best suited towards a team player who isservice oriented, is committed to quality, and excited about the opportunity tocreate and implement systems and processes to help our organization achieve itsgoals and objectives.

Key Responsibilities Executive Support

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

Support Executive Director in managing strategicpriorities by coordinating annual workplans, adhering to deadlines, meeting compliancerequirements, and maintaining effective reporting.

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

Organize organizational information and ensure it ismaintained 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 relatedinquiries and support needs.



Foster a positive and collaborative workplace environment.

Organizational Reporting and Compliance

Manage corporate calendar and coordinate leadershipteam reports to ensure all compliance requirements are met and submitted ontime.

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

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

Compile OHS reporting and other organizationalcompliance level data.

Participate on PCN working groups and committees asassigned.

Board Governance

Coordinate all aspects of Board, Committee, and AnnualGeneral 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 Committeematerials, including reports, resolutions, briefing notes, annual reports, and Board communications.

Develop and maintain annual Board and Committeecalendars and decision registers.

Develop, implement, and maintain Board and Committeegovernance policies, procedures, bylaws, manuals, foundational documents,contracts, corporate records, and regulatory requirements in conjunction withlegal counsel, as required.

Coordinate board evaluation, planning, recruitment andorientation of new Board Directors.

Coordinate annual corporate filings and regulatoryrequirements.

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

Project Coordination





Lead and coordinate administrative and organizationalprojects as assigned, including developing project plans, coordinating completion activities across stakeholders, tracking progress, preparing statusreports, and supporting communication between management and leadership.

Monitor project deliverables and escape risksrequiring leadership attention.

Perform other related administrative duties asrequired to support organizational effectiveness.

Qualifications

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

Experience supporting executive meetings, Governance Boards and/orCommittees required.

Experience writing executive level reports, overseeing projects andsupporting multiple priorities.

Governance certification considered an asset.

Minimum high school diploma with relevant experience supportingExecutive position for minimum of 5 years.

Office administration certificate or diploma an asset.

Experience with project coordination, project tracking, and statusreporting.

Core Competencies

Strong interpersonal skills andproblem-solving skills.

Demonstrated organizational and timemanagement skills to support the Executive Director

Ability to effectively communicate orallyand in writing with various stakeholders.

Adept in developing agendas and recordingminutes.

Strong computer skills including Outlook,MS Office, spreadsheets.

Ability to prioritize and manage multipletasks.

Establish professional rapport and instillconfidence with internal and external stakeholders.

Must be a self-starter, able to stayorganized, 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 CRPCNwork sites as required

Valid driver’s license & access toreliable vehicle

Some early morning and evening meetingsrequired.

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