Executive Assistant (Bilingual)

ABOUT US / À PROPOS DE NOUS

The Chemical Institute of Canada (CIC) champions the chemical sciences in Canada. We are embarking on our Strategic Plan 2030 to serve 4,000+ members, increase engagement, and foster collaboration.

L’Institut de chimie du Canada (ICC) milite pour l’avancement des sciences chimiques au Canada. Nous mettons en œuvre notre Plan stratégique 2030 pour appuyer plus de 4 000 membres, accroître l’engagement et favoriser la collaboration.

Position Overview

The Executive Assistant supports the Executive Director and ensures governance excellence for the Board of Directors and key committees. This role handles administrative duties, scheduling, logistics, and confidential correspondence while representing the mission and values of the CIC.

Key Responsibilities

Executive Support

• Provide comprehensive administrative support to Executive Director, including managing calendar, scheduling meetings, taking minutes, developing agendas, etc.

• Serve as a point of contact for the Executive Director.

• Represent the Executive Director in a professional manner in all internal and external interactions.

• Review and professionally format various documents, presentations, and reports as needed.

• Assist in documentation and the setting and tracking of goals, priorities and initiatives to ensure maximum clarity, focus and execution by the Executive Director.

• Conduct research, compile data, and prepare briefs for consideration and presentation by Executive Director.

• Assist with internal staff collaboration, wellness and respectful workplace initiatives.

• Provide other miscellaneous administrative duties as necessary to support our organization’s success.

Governance

• Coordinate Board and committee meetings including, but not limited to, creating meeting agendas, preparing documents, and managing the Board’s electronic meeting and information sharing portal.

• Attend Board and committee meetings to take meeting minutes, track action items, and provide support in the delivery of presentations.

• Schedule and coordinate orientation meetings between Board members and the Executive Director as required.

• Assist with developing, researching, drafting, and consolidating the preparation of all informative materials and presentations for regular and ad hoc Board training, the Annual General Meeting (AGM), and any other special meetings of the Board.

• Draft and distribute appropriate correspondence for review, such as briefing packages, surveys, meeting materials, Board policies, and other reports, to the Board.

• Ensure timely and accurate filing of corporate governance documents to the corresponding SharePoint.

• Serve as a point of contact for governance-related inquiries from internal and external stakeholders.

• Advise the Executive Director and the Boards on compliance with relevant laws and regulations affecting governance.

• Provide other miscellaneous administrative duties as necessary to support the Boards.

Qualifications

• Bilingualism (English/French) is required.
• Experience: 3 to 5 years in general administrative support, including meeting coordination, agenda preparation, and policy tracking.
• Tech Skills: Proficient in MS Office 365, Zoom, Slack, Doodle, Asana, and Adobe Acrobat.
• Education: Degree or diploma in Business Administration, Public Affairs, Policy, or equivalent experience.

Why Join Us?

• Fully remote work model (EST hours).
• 15 days paid vacation + 15 days paid sick/wellness leave + statutory holidays.
• Employer-funded RRSP contribution program (after 2 years of service).
• Partially sponsored health, life, and disability benefits.

Position Details & How To Apply

Location: Remote (EST)

Expected Salary: $50,000 – $60,000 per annum

Application Deadline: October 16, 2026

• Submit your cover letter and resume in one PDF file to [email protected] indicating the job title in the subject line, or apply via the online portal.
• Artificial intelligence is not used to screen, assess, or select applicants; all applications are reviewed by members of our hiring team.

The Chemical Institute of Canada is an equal opportunity employer committed to creating a safe, diverse, and inclusive environment. We encourage qualified applicants of all backgrounds including ethnicity, religion, disability status, gender identity, sexual orientation, family status, age, nationality, and education levels to apply. If you are contact…