Job Description

Date posted:

November 7, 2025

Title:

Executive Assistant and Board Liaison

Status:

Full-time permanent

Bilingualism:

Essential

Salary Range:

$61,200 - $81,800

Closing Date:

November 21, 2025



Are you the kind of person who thrives behind the scenes, keeping everything organized, on time, and running smoothly--especially when the stakes are high? Do you love being the trusted right hand to leadership, the calm in the chaos, and the one who ensures that meetings, decisions, and communications happen seamlessly?


In this role, you'll be the central support for our Executive Director and Board of Directors. You'll coordinate meetings, manage logistics, and keep governance processes on track. If you're fluent in French and English, comfortable working independently, and energized by structure, precision, and purpose, this could be your perfect fit.


This role is ideal for someone who enjoys working quietly but powerfully--someone who's comfortable with long stretches of focused work, occasional late-night meetings, and the challenge of keeping busy people on schedule. You'll need patience, persistence, and a sense of pride in being the person everyone relies on. Being politically savvy and tactful in navigating complex relationships and communication styles is key to thriving here.


The responsibilities you will be entrusted with include:

Supporting the Executive Director and Board of Directors with high-level administrative coordination. Managing calendars, travel, correspondence, and meeting logistics--especially for Board and committee meetings. Preparing agendas, minutes, and follow-ups, using AI-supported tools and presentation software. Coordinating online meetings and maintaining the Board portal and documentation. Supporting Board member onboarding, training, and governance processes. Ensuring French Language Services (FLS) compliance, including documentation, complaint handling, and bilingual staffing. Liaising with internal teams, volunteers, and external partners. Navigating complex Board communications with professionalism and persistence. Working independently, often outside regular hours, to support evening and weekend meetings. Other reasonable duties as assigned. Performance Expectations Include: Board meeting materials are prepared and distributed on time. Minutes are accurate, timely, and action items are tracked. FLS compliance documentation is maintained and submitted as required. Board portal is consistently updated and accessible. Online meetings are set up and run smoothly. Communications with Board members are professional, persistent, and respectful. Confidentiality and discretion are maintained at all times.

What you bring:


You're a Great Fit If You:

Have a university degree in business or a related field, or equivalent experience. Bring 5+ years of experience in an Executive Assistant or senior administrative role. Are fluent in French and English, with exceptional written and verbal communication skills. Are confident using Microsoft Office Suite, presentation tools, and online meeting platforms. Are comfortable using AI-supported tools for documentation and minute-taking. Are highly organized, detail-oriented, and able to manage multiple priorities. Thrive in a role that requires independence, discretion, and professionalism.

Bonus Points For:

Experience supporting a volunteer Board or working in a governance-focused role. Familiarity with non-profit organizations and French Language Services (FLS) compliance.

What We Offer:


Compensation: $61,200 - $81,800 (base salary will commensurate with candidate's demonstrated experience)

Competitive Health and Dental Package; Flexible work schedule of 35 hours per week in a hybrid remote work environment; Generous PTO; A generous Retirement Savings Plan; A supportive, mission-focused workplace culture; Numerous opportunities for professional development and growth; A chance to contribute to meaningful change in your community.

About Us:


Service Coordination (SCS) is a dynamic organization committed to supporting individuals and families through high-quality services and collaborative partnerships. We believe in empowering people, fostering inclusion, and creating positive change in our community.


Service Coordination Support (SCS) is the initial contact for individuals who have a developmental disability or autism in the Ottawa and the Eastern Region. We help people find the supports and services in the community that are needed to assist them in their daily lives. One of our important goals is to empower families/individuals to make informed choices about the supports they seek. For more information about us, please visit: www.scsonline.ca.


Location & commitments:

Full-time, permanent position. Evening and occasional weekend availability required for Board and committee meetings.

Working Conditions:


SCS offers a hybrid working environment where work is completed at home or at our head office. It is expected that employees come into the office at their expense when requested. There are frequent interruptions, tight deadlines and shifting priorities. Flexibility is required to support after-hours meetings and events.


Accommodations:


Service Coordination (SCS) has an accommodation process in place and provides accommodations for candidates and employees with specific needs. If you require specific accommodation please contact the Human Resources Supervisor of SCS so that we can plan to provide appropriate accommodations for you.


DEI Statement:


SCS strives to create a progressive and inclusive environment that continually recognizes and celebrates the diverse community we are privileged to serve. We endeavor to create a barrier free environment for our clients and our staff where all are welcome, accepted and empowered to recognize and use their strengths and live their best lives.


To Apply:


Qualified candidates may submit their resumes, along with a cover letter quoting job number 22 - 2025 no later than November 21, 2025 at 4:00pm to Human Resources. While we appreciate all responses, only candidates under consideration will be contacted. We kindly ask not to send in duplicate copies of your resume.