As we continue to grow and scale we are looking for an Executive Assistant to support our Executive Team, Corporate Secretary, Board of Directors and shareholders. You get that the little things are the big things. You thrive on making the life of everyone around you easier through your superpowers of anticipating needs, strong execution focus, follow through, and admin support and detail orientation. Your prior roles have included providing executive, administrative & governance support to both executive teams and Board of Directors.

Reports To: CEO
Direct Reports: None
Purpose: This role will provide all aspects of administrative support to the Collectivfide executive team, shareholders and the Board of Directors and support delegated corporate secretary duties.
Key Duties & Responsibilities
Executive Support

Provide administrative support to the Executive team and others on the Collectivfide team as required.

Own calendar management for the CEO and manage/co-ordinate calendars for the executive team.

Proactively schedule and prioritize meetings aligned to strategic priorities (L10, management meetings, strategic planning off site meetings, etc.)

Board & Governance Support

Support the planning, execution, and administration of Board, Committee, and annual general meetings, including scheduling, agenda development, and the timely distribution of materials.

Support the leadership team, Board and Committees in the preparation of Board materials and provide accurate, high-quality minute-taking for all Board and committee meetings.

Draft, review, and maintain Board and Committee resolutions, mandates, charters,



and other key corporate governance documents.

Provide support and informed analysis on corporate governance matters, ensuring alignment with best practice.

Research, develop, and review corporate policies, procedures, and governance guidelines to support effective organizational oversight.

Collaborate cross-functionally to ensure compliance with Board and committee requirements and to provide guidance on governance processes and expectations.

Support the Corporate Secretary with Board-related tasks such as creating Board meeting packages, maintaining up to date copies of policies, understanding of the By-laws and key

Board/governance policies.

Manage the Board software platform.

Provide admin support to the Board of Directors and shareholders as required.

Event & Meeting Support

Lead the coordination of the company Annual General Meeting including all logistics, registration, coordination of meeting materials.

Organize all team/company meetings, Town Halls, events, training sessions, conferences, etc.; taking care of all details including catering, logistics, travel arrangements, etc.

Co-ordinate with the functional teams to create agendas and develop corresponding materials including PowerPoint presentations.





Take high-quality minutes and track action items and follow ups to ensure milestones are met on time.

Operational & Project Support

Assist with tracking key initiatives and follow ups across the executive team.

Maintain project tools and ensure progress visibility.

Assist with change management and communication for the executives, liaising with the marketing and communications team.

Support operational projects and initiatives as required.

Act as the liaison between Collectivfide and our Mutual partners, vendors, executives and investors.

Qualifications

Minimum 2 years' experience in a similar role.

Previous experience with Boards & Board meetings/minutes is a must.

Strong execution orientation and qualified presence dealing with executives and Boards.

Demonstrated ability to handle sensitive information with discretion and integrity.

Prior experience with Diligent software is an asset.

Solid MS Office experience (e.g. PowerPoint, Word, Excel).

Must be highly organized and strong attention to detail.

Comfortable with ambiguity and shifting priorities.

Brings a can-do attitude to everything they do.

There may be some travel with this role, representing & supporting Collectivfide at company/industry events and meetings.

If due to a disability you require accommodation or accessible format and communication support, please submit your request in writing and together, with your Manager and Human Resources we will work together to develop an accommodation plan.

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📌 Executive Assistant (Ontario)
🏢 Omia
📍 Ontario