Executive Assistant & Board Administrator

(Permanent, Part-time 0.67 FTE)

(5 hours/day, 25 hours per week)

Who We Are

PanGlobal is a people-first learning company that designs content and training systems to enable our customers to grow in the direction of their choosing.
For over 20 years, PanGlobal has and continues to stand alone as the leader in the development of Power Engineering content to support standardized Canadian certification. We have leveraged our expertise in publishing, adult education, and technical writing to become one of North America's preferred training systems partners.

Your Role

The Executive Assistant & Board Administrator provides crucial administrative and organizational support to the President & CEO and external services to a board of directors and related committees. This multifaceted role involves tasks ranging from recording meeting minutes to coordinating travel arrangements, while ensuring all business communications are handled professionally. The incumbent will exhibit exceptional planning, communication, problem-solving, and time management skills, with a commitment to reliability, integrity, and customer focus. This position also plays a critical role in supporting the governance and operations of the board, ensuring effective communication, compliance, and administrative efficiency.

What You Will Do

Executive Assistant to the President & CEO:

Administrative Support: Provide comprehensive administrative support to the President & CEO, including scheduling meetings, managing calendars, and handling correspondence. Prepare and edit documents, reports, and presentations as required. Review outgoing documents for format, content, and accuracy prior to distribution. Maintain organized filing systems, both physical and electronic.

Calendar Management: Coordinate and prioritize appointments, meetings, and events for the President & CEO. Proactively manage schedules, adjusting as necessary to accommodate changing priorities.

Communication Management: Serve as the primary point of contact for internal and external inquiries, screening and directing communication appropriately. Draft, proofread, and distribute correspondence on behalf of the President & CEO.

Travel Coordination: Arrange travel logistics, including flights, accommodations, transportation, international visa requirements, and itinerary planning. Ensure travel plans align with the President & CEO, preferences and corporate policies.

Meeting Coordination: Organize and coordinate meetings, including scheduling, preparing agendas, and distributing materials. Record meeting minutes, follow-up on action items, and maintain documentation.

Also: Project Support, Financial Administration, Information Management, Executive Support, and Relationship Management.

Board Administrator to the Board of Directors:

Meeting Coordination: Organize and coordinate all aspects of board meetings, including scheduling, agenda preparation, and distribution of meeting materials. Ensure meeting logistics, such as venue booking, audiovisual equipment setup, and catering, are arranged efficiently.

Minutes Management: Record accurate and detailed minutes of board meetings, capturing discussions, decisions, and action items. Distribute meeting minutes promptly to board members and stakeholders, seeking approval as necessary. Attend semi-annual board meetings and various committee meetings, managing meeting documents and minutes. Ensure all approved minutes are maintained in corporate records.

Document Management: Maintain comprehensive and up-to-date records of board documents, including bylaws, resolutions, and policies. Ensure documents are securely stores and easily accessible for reference.

Communications Liaison: Serve as the primary point of contact for board members, facilitating communication between the board, executive team, and other stakeholders. Coordinate communication channels, such as email distribution lists, communication links, contact lists, and online portals to disseminate information effectively for all board members, including audit and executive committee members. Liaise with the board, individual committee members, corporate counsel, and auditors, coordinating with multiple executive assistants as necessary.

Board Support: Provide administrative support to board members, including arranging travel, accommodations, international visa requirements, and transportation for meetings and events. Assist with board member onboarding and orientation, providing information and resources as needed.

Governance Compliance: Ensure compliance with regulatory requirements, corporate governance standards, and board policies. Maintain awareness of legal and regulatory changes affecting the organization and advise on necessary updates.

Also: Committee Coordination, Financial Administration, Confidentiality & Integrity, Risk Management, and Stakeholder Engagement.

What You Will Bring

Education: Post-secondary degree, diploma, or certificate in business administration, secretarial, or another relevant program. A combination of education and experience will also be considered.

Experience: Minimum 5 years' experience providing administrative support to executives in a corporate setting. Experience in communicating with – and liaising between – an external board of directors, corporate counsel, and executive level offices.

Knowledge: Strong working knowledge of Microsoft Office 365 programs (Excel, Outlook, PowerPoint, Visio, Word, etc.) and other productivity tools (e.g., Adobe). Comfortable and competent accessing internet sites and using search engines. Comprehension and experience with standard budgeting practices.

Communications and Interpersonal Relationship Skills: Exceptional communication ability – utilizes strong print, electronic, and verbal skills. Strong interpersonal and relationship-building skills. Able to handle requests and complaints in a professional, non-confrontational manner. Excellent follow-up and problem-solving skills, with ability to make intuitive decisions and adapts to changing priorities. Able to maintain discretion when dealing with sensitive and confidential information.

Organization Skills: Highly organized and responsive to changing work priorities. Excellent time-management with a strong focus on achieving deliverables within agreed-upon timelines. Accountable with proven follow-through to attain results.

Attention to Detail: Precision, accuracy, and high attention to detail in all aspects of work. Meticulous records maintenance skills.

Team-Oriented: Able to work effectively both independently as well as with a team. Collaborative and actively engaged with team project work. Openness to sharing insights and information for the betterment of the team and work environment.

When You Work at PanGlobal

You'll be joining a purpose-driven team that is focused on meaningful work and intentional job crafting to ensure that you get to do what you do best at work. Part of our organizational DNA is growth and learning, and you can expect to grow and learn along with us, with learning opportunities and new people programs which we know for certain will enhance your performance and potential, engagement, and wellbeing at work.
Our Commitment to You

At PanGlobal, we are driven by purpose and meaningful work. Our Mission, Vision, and Values provide the foundational elements for our organizational culture.

We work hard in a hybrid/remote work environment, but we also know how to have fun and connect with each other with an actively engaged, representative social committee and other employee resource groups. We strive to create an organization and work environment that focuses on enhancing the overall employee experience.

For the permanent, part-time Executive Assistant & Board Administrator (0.67 FTE: 5 hours per day, 25 hours per week), we are offering a competitive hourly rate of $38.46 to $40.77. You will receive generous paid time off entitlements, extended healthcare benefits and a health spending account at start, as well as matching employer contributions to an RRSP program after 90 days.

Our Mission is to provide high quality, world-class learning tools that inspire others to achieve their full potential.

Our Vision is to be recognized globally as THE leading provider of content and training solutions.

Our Values are Safety, Leadership, Quality, Honesty & Integrity, Innovation & Collaboration, and Diversity, Equity, & Inclusion.

We believe in the power of diversity, equity, and inclusion and ensure that everyone feels a sense of belonging. We ensure equal opportunity for all applicants and encourage people of all visible minorities, including Indigenous applicants, and those of any religion, sex, age, ability, sexual orientation, gender identity, or expression to apply.

We sincerely value your efforts in providing us with a cover letter and resume as you express an interest to work with us; however, we will only contact candidates we are considering for interviews.