Senior Executive Assistant and Board Liaison

Senior Executive Assistant and Board Liaison

Full‑time, Permanent, Hybrid (3 days in office), Toronto, ON, Canada

Salary range: $82,100 - $96,500 annually

Responsibilities

• Provides executive support to the President and CEO, managing calendars, correspondence, logistics support and confidential matters with discretion and professionalism.
• Receives, reviews, and screens all communication and correspondence; takes action where appropriate, exercising judgment and knowledge of organizational processes.
• Composes and drafts emails, memos, letters, briefing notes and special reports in a timely manner.
• In conjunction with CEO, monitors the executive office budget and expense management.
• Anticipates needs and proactively manages priorities, ensuring the CEO is well‑prepared for all engagements, meetings, and commitments.
• Coordinates cross‑functional follow‑ups, monitors action items, and supports key organizational priorities and special projects.
• Leads the planning and execution of executive‑level events, retreats, and leadership offsites.
• Attends meetings, takes minutes, and ensures follow‑up on issues arising from meetings.
• Performs other duties and responsibilities as assigned by the CEO.
• Provides administrative support to the Board of Directors and Board Committees (Audit, Finance and Risk and Board Governance Committee), including governance calendar, drafting agendas and supporting materials, and takes minutes of meetings.
• Manages the online Board portal (Diligence) for the publication of information and meeting materials, trains new users on the portal, and maintains governance records and documentation.
• Oversees the preparation and timely distribution of quarterly Board reports, maintains register of attendance and team tenure in accordance with bylaws, and coordinates a variety of meetings (Annual General Meetings, regular monthly Board meetings, Board Committees, Board Retreats, Board Dinners, etc.).
• Assists the Board of Directors in recruiting Board and Committee members by posting opportunities, coordinating interviews, and signing agreements from successful candidates.

Qualifications

• Post‑secondary education in business administration, public administration, or a related field; equivalent combination of education and experience considered.
• 5+ years of progressive experience in executive administration, including direct support to executives and Boards of Directors.
• Experience dealing with Boards of Directors with a high level of understanding of Board governance.
• Demonstrated experience managing confidential and sensitive information with a high degree of discretion, diplomacy, and sound judgment.
• Exceptional organizational and project management abilities, with keen attention to detail and the ability to manage multiple priorities in a fast‑paced environment.
• Excellent written and verbal communication skills, including experience drafting Board materials and executive correspondence.
• Proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams); experience with board management software is an asset.
• Work outside of normal business hours as required.
• Bilingualism in English and French is a strong asset.
• Ability to travel within Canada as required.

Benefits

• Emergency Travel Assistance
• Wellness programs
• Recognition awards
• Employee and Family Assistance Program (EFAP)

Commitment to Inclusion, Diversity, Equity and Accessibility

KHP welcomes applicants from equity‑deserving communities (e.g. Indigenous Peoples, racialized persons, persons with disabilities, women, 2SLGBTQ+ individuals, etc.). Reasonable accommodations are available upon request during any phase of the application/hiring process.