POSITION SUMMARY

Reporting to the CEO, the Assistant Corporate Secretary and Executive Assistant plays a critical role in ensuring the effective governance and smooth operation of OSBIE’s Board of Directors. This role is responsible for coordinating Board and committee processes, ensuring high-quality documentation, and supporting adherence to established governance frameworks, policies, and regulatory requirements.

As the Executive Assistant, the role provides proactive, senior-level administrative and coordination support to the CEO. This role requires the candidate to have sound judgment skills, ability to exercise discretion and anticipate needs, while supporting communications, stakeholder engagement, and organizational priorities. This role is critical to ensuring effective governance practices, supporting executive leadership, and maintaining strong operational and administrative coordination across the organization.

What Success in the Role Looks Like

- Board and committee processes are well-coordinated, with high-quality, timely materials
- Maintain accurate Board records including minutes of all Board and committee meetings
- Governance practices align with established frameworks and compliance requirements
- The CEO is effectively supported (proactively) and able to focus on strategic priorities
- Communications and stakeholder interactions are professional, consistent, and well-managed

RESPONSIBILITIES

Assistant Corporate Secretary (50%)

- Coordinate Board and committee meetings, including scheduling, annual planning, agenda development, and logistics
- Compile, review, and distribute Board and committee materials (agendas, packages, minutes), ensuring accuracy and alignment with governance standards
- Attend meetings and prepare clear, concise minutes; maintain official corporate records and documentation




- Provide support to the Board of Directors and its Governance Committee on Policy development and processes and updates to policy wording as required
- Support adherence to governance frameworks, bylaws, policies, and applicable legislation
- Maintain corporate records, filings, and documentation in accordance with policies and retention requirements
- Act as a liaison for Board members, supporting communication, facilitate onboarding and orientation of new board members, and ongoing engagement
- Administers Board of director surveys and provides summaries for review
- Tracks and facilitates Board of Directors honorarium
- Arrange for ongoing training and development for Directors
- Facilitate the Board of Directors nomination and elections process
- Support compliance with internal policies, audits, and reporting requirements

Executive Assistant to the CEO (50%)

- Provide proactive executive support, including complex calendar management, meeting coordination, meeting minutes, travel arrangements, and prioritization of requests
- Prepares expense claims for the CEO and follows-up to ensure timely processing.
- Coordinate and track CEO priorities, ensuring timely follow-up and alignment across the organization
- Provide informed, anticipatory support to the CEO, exercising sound judgment and discretion
- Ability to draft and manage internal and external communications on behalf of the CEO when required
- Support stakeholder relations, including coordinating interactions with internal and external partners - Handle emails, phone calls, and other forms of communication on behalf of the CEO.



Ability to compose executive-level written communication on behalf of the CEO.
- Assists the CEO in researching, planning, and executing special projects, initiatives and events as needed.
- Organizes and maintains confidential files, records, and documents/handle confidential and sensitive information with a high degree of professionalism
- Assume other responsibilities as assigned

QUALIFICATIONS

- Post-secondary degree in public administration, business administration, governance, or a related field (or equivalent)
- 5+ years of experience supporting senior executives and Board governance
- Solid understanding of governance principles, frameworks, and Board processes
- Proactive problem-solver with a customer service orientation
- Strong knowledge of records management and administrative best practices
- Excellent written communication skills, particularly in preparing Board materials and minutes
- High level of discretion, judgment, and political acuity
- Strong organizational skills with the ability to manage competing priorities
- Proficiency in Microsoft Office and Board management systems
- Able to travel for off-site meetings (approximately 5 times per year, within Ontario)

What We Offer Annual Salary Range $80,000 - $95,000

Annual Bonus

Health and Dental Benefits, HCSA

Pension Contribution Matching

Paid Care Days

Hybrid Work Workplace To be considered for this position, please include a cover letter and current résumé with your application. Only those selected for an interview will be contacted.

OSBIE is committed to providing a barrier-free application and interview process for all candidates. Should you require accommodations due to a disability or medical condition at any point throughout the hiring process, please notify us and we will do our very best to meet your needs.

📌 ASSISTANT CORPORATE SECRETARY & EXECUTIVE ASSISTANT TO THE CEO (Guelph)
🏢 OSBIE
📍 Guelph