Executive Assistant & Governance Coordinator

POSITION TITLE:Executive Assistant & Governance Coordinator

DEPARTMENT:Executive Directors Office

REPORTS TO:Executive Director

GPC SALARY BAND: $71107 Step 1 (Band 5)

NUMBER OF INCUMBENTS: One full-time temporary position (Maternity Leave)

DEADLINE FOR APPLICATIONS:
September 12 2025

ABOUT GREENPEACE CANADA: Greenpeace Canada is an independently funded non-profit organization dedicated to creating a greener more peaceful world by challenging harmful systems that threaten people and the planet. We drive change through advocacy scientific research clean alternatives peaceful civil disobedience and public engagementfunded solely by individual donors and creative partnerships never corporations or governments. We recognize and support Indigenous sovereignty the Land Back movement and the United Nations Declaration on the Rights of Indigenous Peoples (UNDRIP) and are committed to respectful collaboration with Indigenous Peoples. We value diversity equity and inclusion seeking candidates with varied perspectives and lived experiences and encourage applications from racialized and equity-seeking groups. We welcome applicants who may not meet every listed requirement recognizing that diverse pathways of knowledge and learning are valued and respected.

ABOUT THE ROLE:
Greenpeace Canada is seeking an Executive Assistant & Governance Coordinator who thrives in a fast-paced environment has a keen interest in organizational governance and enjoys being a trusted partner to senior position goes beyond traditional administrative support: it is a strategic highly visible role at the heart of Greenpeace Canadas leadership and governance structure. The successful candidate will provide direct support to the Executive Director coordinate the senior management team manage governance processes and serve as a critical link between the Board of Directors Voting Members and right person is proactive detail-oriented and able to anticipate needs before they arise. They will balance day-to-day execution with the ability to see the bigger picture helping leadership stay focused on strategic priorities.

RESPONSIBILITIES:

Executive Support

• Provide high-level executive support to the Executive Director including calendar correspondence and workflow management.
• Act as a trusted partner and thought-partner to the Executive Director anticipating needs and providing solutions.
• Manage priorities communications and projects on behalf of the Executive Director to ensure alignment with organizational goals.
• Draft proofread and edit correspondence presentations and reports with accuracy and professionalism.

Governance Coordination

• Coordinate and manage all governance activities including Board of Directors and Voting Members processes.
• Prepare Board agendas minutes reports and briefing materials in collaboration with the Executive Director and Board Chair.
• Ensure compliance with all governance and legal requirements for non-profit organizations (corporate filings record-keeping bylaws).
• Serve as the central liaison between senior management the Board and Voting Members ensuring smooth flow of information and follow-up.
• Support the recruitment onboarding and training of Board Members and Voting Members.

Organizational Leadership Support

• Support the coordination and alignment of the senior management team ensuring effective agenda-setting decision-tracking and follow-up.
• Structure and manage document flow record-keeping and knowledge management systems for the EDO Board and SMT.
• Track and monitor EDO and governance budgets and manage expense reporting for the Executive Director and Board.
• Plan organize and coordinate events such as Board meetings retreats and cross-organizational leadership gatherings.

Project & Stakeholder Management

• Lead or support special projects on behalf of the Executive Director.
• Engage with internal and external stakeholders in a professional and diplomatic manner.
• Safeguard confidential and sensitive information while managing competing priorities.

SKILLS AND EXPERIENCE REQUIREMENTS:

Strategic Partnership & Anticipation Ability to act as a trusted partner to the Executive Director and senior leadership team by anticipating needs identifying priorities and ensuring alignment of daily operations with Greenpeace Canadas mission and strategic direction.

Adaptability & Problem-Solving Proven ability to respond flexibly to evolving priorities troubleshoot challenges and generate solutions in a dynamic and mission-driven environment.

Governance & Coordination Skilled at managing governance processes supporting Board operations and ensuring effective communication between senior leadership the Board of Directors and Voting Members.

Organization & Time Management Exceptional ability to manage multiple complex priorities competing deadlines and sensitive tasks while maintaining focus accuracy and attention to detail in a fast-paced environment.

Judgment Discretion & Quick Decision-Making Demonstrated capacity to exercise sound judgment handle confidential information with the highest degree of discretion and make timely well-informed decisions to keep executive and governance processes moving smoothly.

Self-Starter & Autonomy Highly motivated and proactive with the ability to work independently take initiative and move projects forward with minimal supervision while maintaining alignment with organizational priorities.

Communication Skills Excellent written and verbal communication skills with the ability to draft clear correspondence reports and presentations and to convey information effectively to diverse audiences including staff Board members and external stakeholders.

Relationship-Building & Emotional Intelligence Strong interpersonal skills with the ability to build trust navigate complex relationships and foster collaboration across diverse teams cultures and geographies.

Technical & Digital Skills Proficient in digital collaboration tools (Google Workspace project management platforms and online communication systems). Skilled at preparing professional documents presentations and managing databases to support executive and governance processes.

Language Skills: Verbal and written English proficiency is required; French language proficiency is a strong asset; Knowledge of First Nations Inuit and Mtis languages are highly desirable; Knowledge of other languages that reflect the diversity of Canadas many communities are also highly desirable.

KNOWLEDGE REQUIREMENTS:

Governance Practices & Non-Profit Compliance Strong understanding of governance structures Board management and compliance requirements under the Canada Not-for-Profit Corporations Act provincial regulations and best practices in non-profit governance.

Executive Office Operations Knowledge of executive office management including budgeting expense tracking workflow prioritization and administrative best practices that support senior leadership effectiveness.

Board & Member Engagement Familiarity with Board of Directors and Voting Member processes including meeting preparation minute-taking bylaw compliance and onboarding/training support for new members.

Organizational & Sector Knowledge Awareness of Greenpeaces mission values and strategic priorities as well as the broader environmental social justice and non-profit sector landscape in Canada.

Equity Diversity & Inclusion Principles Understanding of inclusive practices intercultural competency and working respectfully with Indigenous Peoples racialized groups and equity-seeking communities.

Project & Change Management Ability to coordinate cross-departmental projects track outcomes and support organizational change initiatives within a values-driven environment.

Technology Information Systems Knowledge of digital platforms and systems to support governance (e.g. board management software secure file-sharing project tracking tools) and ability to recommend improvements for efficiency and transparency.

WORKING CONDITIONS

• Four-day work week (28 hours) with flexibility required for occasional evenings or weekends to support Board or governance processes.
• Hybrid/remote work environment with preference for candidates based in Toronto or Montreal. Occasional travel required for Board meetings or leadership gatherings.
• Fast-paced environment requiring adaptability resilience and proactive problem-solving.
• All necessary equipment and tools provided for remote work.

BENEFITS:

Greenpeace Canada offers a competitive and values-driven benefits package designed to support staff well-being and work-life balance:

• Reduced Work Week A four-day (28-hour) work week with full-time benefits.
• Generous Leave Entitlements Vacation personal days and other forms of leave that prioritize balance and care.
• Health & Dental Coverage Comprehensive extended medical dental and vision benefits for employees and their families.
• Pension Contributions Employer contributions to a fossil-fuel-free pension plan equal to 5% of gross salary (note: this benefit does not apply to fixed-term maternity/parental leave coverage contracts).
• Professional Development Opportunities for training learning and skills development.
• Collaborative Workplace Culture A values-driven organization committed to equity inclusion care and collective impact.

APPLICATION PROCESS:

Greenpeace Canada is committed to a recruitment and selection process that upholds Justice Equity Diversity Inclusion and Safety (JEDIS). We strongly encourage applications from equity-seeking groups including but not limited to Indigenous Black racialized disabled and 2SLGBTQIA candidates as well as people with diverse lived experiences and non-traditional career paths.

We also welcome applicants who may not meet every listed requirement recognizing that transferable skills and varied experiences strengthen our team.

We will provide accommodations to applicants with disabilities or other needs at any stage of the hiring process.

If you require accommodation or assistance to apply please email in advance.

We thank all applicants for their interest; only those selected for an interview will be contacted.

All applicants must be legally entitled to work in Canada.

Required Experience:

Senior IC