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. Your prior roles have included providing executive, administrative & governance support to both executive teams and Board of Directors. 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. Provide administrative support to the Executive team and others on the Collectivfide team as required. Proactively schedule and prioritize meetings aligned to strategic priorities (L10, management meetings, strategic planning off site meetings, etc.) 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.



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. 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 Maintain project tools and ensure progress visibility. Support operational projects and initiatives as required. Prior experience with Diligent software is an asset. Solid MS Office experience (e.g. PowerPoint, Word, Excel). Comfortable with ambiguity and shifting priorities. 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. #

📌 Executive Administrative Assistant Needed Immediately (Waterloo)
🏢 Omia
📍 Waterloo