Job Summary

Reporting directly to the President & Chief Executive Officer, the Executive Assistant plays a pivotal role in ensuring the smooth operation of the Office of the President while strengthening governance processes that support the Board of Directors. This position combines high-level executive support with governance leadership, requiring an experienced professional with a proven track record in corporate governance, board coordination, and executive-level administration.

The Executive Assistant serves as a trusted partner to the President & CEO, ensuring priorities are met, information flows effectively, and both executive and governance functions operate at the highest standards of professionalism, discretion, and efficiency.

About the Ontario Centre of Innovation

The Ontario Centre of Innovation (OCI) is a not-for-profit organization committed to accelerating economic growth in Ontario through the commercialization of advanced technologies and research. OCI acts as a bridge among academia, industry, and government, investing in collaborative R&D, fostering innovation ecosystems, and helping promising ventures bring new technologies to market.

In 2024, OCI invested $117 million across the province, including $61 million in industry contributions. These efforts helped drive the creation and retention of over 5,500 jobs and catalyzed more than $700 million in private-sector follow-on investments.

OCI’s role is central to Ontario’s vision of innovation-led prosperity: by reducing the risk of commercialization, facilitating partnerships, and strategically deploying capital into high-impact technologies, OCI contributes to the province’s competitiveness, talent retention, and long-term economic resilience.

Key Responsibilities

President & CEO Support

• Manage the President & CEO’s complex calendar scheduling and travel logistics, ensuring alignment with organizational priorities.
• Coordinate the President & CEO’s participation in internal and external committees, stakeholder meetings, and key events.
• Prepare and coordinate briefing materials, presentations, correspondence, and background packages in advance of meetings and engagements.
• Serve as the first point of contact for the President & CEO’s office, handling inquiries with professionalism, diplomacy, and discretion.
• Anticipate potential issues, prepare the President & CEO with relevant information, and follow up on outstanding items to support timely decision-making.
• Supervise and oversee the work of an Administrative Coordinator with respect to administrative matters related to the Office of the President

Board & Governance Support

• Act as Assistant Secretary to the Board of Directors, ensuring accurate documentation, timely distribution of materials, and compliance with governance standards.
• Plan and manage all aspects of Board and committee meetings, including scheduling, agenda preparation, deadlines coordination with the President & CEO and Executive Team, assembling and distributing materials, and coordinating logistics.
• Draft, review, and distribute Board and committee minutes; track follow-up actions and ensure timely completion.
• Maintain corporate records, governance documents, bylaws, and policies in compliance with legal and regulatory requirements.
• Oversee Board-related filings and coordinate with external legal counsel where required.
• Support Board and committee annual workplans, helping to structure agendas, ensure pending items are tracked, and develop governance calendars.
• Manage Board onboarding processes.
• Administer the Board portal (e.g., Boardvantage), ensuring accurate posting of agendas, documents, and resources.
• Ensure effective communication between the President & CEO, Board members, and committee chairs, fostering strong governance practices and relationships.
• Other duties as assigned.

Qualifications

Education & Experience

• Minimum 5–7 years of progressive experience in a senior executive assistant or governance support role, including direct experience supporting a CEO and Board of Directors.
• Demonstrated experience managing board-level governance processes, including meeting preparation, agenda development, minute taking, and committee coordination.
• Formal education in Business Administration, Governance, or a related discipline is a strong asset.

Skills & Abilities

• Deep knowledge of board governance principles, processes, and best practices.
• Exceptional organizational skills, with the ability to manage multiple competing priorities in a fast-paced, mission-driven environment.
• Excellent written and verbal communication skills with fluency in English.
• High proficiency in Microsoft Office (Word, Excel, PowerPoint), SharePoint, Teams, Zoom, and other collaboration tools; experience with Boardvantage (or similar platforms) is a strong asset.
• Proven ability to work with discretion, professionalism, and sound judgment in handling confidential and sensitive information.
• Strong interpersonal skills with the ability to build collaborative relationships across diverse stakeholders.
• Analytical, proactive, and solutions-oriented approach with demonstrated problem-solving skills.
• Adaptable and calm under pressure, with a consistent ability to meet deadlines.

Additional Information

• Occasional work and travel may be required in alignment with Board and executive schedules.