Executive Assistant at Martin Recruitment Inc — NeverHard

Job DescriptionJob Description Title: Executive Assistant & Board Coordinator Report To: Chief Executive Officer Placement: Temporary, full-time (with potential to convert to permanent) Location: Edmonton Type: Hybrid, with remote work where operationally appropriate Hours: Monday to Friday, 8:00 a.m. to 4:00 p.m. Our client, a well-established Edmonton-based not-for-profit organization, is seeking an Executive Assistant & Board Coordinator to join their team. They are a small, tight-knit team with very low turnover. This opportunity is a strong fit for a senior administrative professional who has supported a board or governing body and enjoys owning the details that keep good governance running. Position Overview: High-level administrative, operational, and governance support to the Chief Executive Officer. Key liaison between the CEO, the Board, senior leadership, and external stakeholders. Handles confidential information and competing priorities in a fast-paced environment. Roughly half the role is executive support and half is governance and board secretariat work. Responsibilities: Administration Manage executive communications, correspondence, and inquiries, exercising sound judgment, discretion, and professionalism. Coordinate the CEO's calendar, meetings, travel arrangements, and briefing materials to ensure effective preparation and follow-up. Support the CEO and Board Chair in coordinating schedules, meetings, and stakeholder engagement activities. Research, prioritize, and respond to requests for information, including matters related to policy and governance. Prepare, edit, and maintain correspondence, reports, presentations, speaking notes, policies, procedures, and other organizational documents. Coordinate and administer meetings, including scheduling, agenda preparation, minute-taking, logistics, and action-item tracking. Organize internal events and staff meetings, including scheduling, logistics, and vendor coordination as required. Board and Committee Support Schedule internal and external meetings and coordinate meeting materials, including agendas and logistics (event, venue, catering, etc.). Maintain up-to-date and accurate board member information (i.e., meeting summaries, board terms, biographies, meeting calendar) as required. Coordinate orientation of new board members and ongoing education for all board members in understanding their roles and responsibilities. Communicate all decisions, actions, directives, and important information following board and committee meetings to the appropriate individuals or stakeholders. Anticipate and follow up on outstanding agenda items, taking action to ensure information is provided to the board and committee members in a timely manner. Lead in management of the annual board appointment process. Provide support for board meetings and the annual retreat as required, which requires periodically working outside normal working hours. Handle package and agenda development and circulation, meeting logistics distribution, and posting to the board portal. Record and distribute meeting minutes. Maintain motion tracking summary and filing of all relevant board materials. Attend board meetings to ensure smooth execution. Develop an action item summary post board meeting. Track and reconcile expense claim forms for board members, including meeting expenses with hotel and AV providers. Organizational Responsibilities Coordinate management team meetings and projects, including agendas, minutes, and deliverable tracking. Prepare proposed changes to bylaws, the governance manual, and other governance documents for board review. Update governance documents as approved by the board, maintaining an archival history of past versions for reference. Ensure governance documents are actively maintained and appropriately referenced on the organization's website and shared drive. Must Have Qualifications: 3+ years of senior administrative experience in a fast-paced executive office. Equivalent experience will be considered. Experience supporting a board of directors and a senior leadership team. A working understanding of governance and committee structure, including minute-taking and reporting. Strong calendar management, filing, and correspondence skills already in hand. Expert-level Microsoft Office 365, with strong Word and document editing skills. Precision and high attention to detail in written and verbal communication, with the ability to work at a consistently high level with minimal supervision. Like To Have Qualifications: Experience with a board portal such as Convene, Diligent, or BoardEffect. Experience coordinating board orientation and governance documentation. Experience using AI tools such as Claude, ChatGPT, or Microsoft Copilot Why You Should Work Here: Opportunity to convert into a permanent position. Small, collaborative team of 13 with very low turnover and strong shared values. Hybrid working and compressed work week options. Daily exposure to the CEO, the board, and the board chair, with real governance work rather than calendar management alone.