About Windmill Microlending:
Windmill Microlending is a registered Canadian charity that empowers skilled immigrants and refugees by offering affordable loans, coaching and mentorship to restart their careers in Canada. Since 2005, we have provided over 15,000 loans, helping newcomers triple their incomes.
We are proud to be Great Place to Work certified, boasting an 85%+ average employee engagement score driven by a culture of inclusivity, exceptional teamwork and strong leadership.
The role:
The Executive Assistant (EA) is a critical partner to the CEO and Board of Directors. The role provides high-level administrative, relationship and project management support for the CEO, and also serves as a corporate secretary to the board ensuring smooth governance functions, meticulous compliance and seamless communications between board and leadership.
Key responsibilities:
Board & governance support (65%)
- Serve as the key liaison between the CEO, Board of Directors, and Board Committees.
- Facilitate corporate governance activities, including managing communications, preparing board materials, and managing federal/provincial filings.
- Organize board and committee meetings, ensuring timely distribution of agendas and documentation.
- Produce precise, legally robust, and timely minutes, resolutions, and action items that accurately capture the proceedings of the Board and its Committees.
- Ensure accurate record-keeping of board-related documents, including member biographies, attendance logs, and governance policies.
- Maintain a thorough working knowledge of organizational bylaws to monitor, advise on, and support Board compliance and operational alignment.
- Manage board project management platform (Basecamp) and oversee travel logistics for board members.
- Manage and execute the established annual governance calendar, ensuring all recurring committee requirements, statutory filings, and reporting deadlines are met flawlessly.
- Support the onboarding and orientation of new board members and non-board volunteers, ensuring a seamless transition into their roles.
- Identify opportunities to improve board meeting efficiency and effectiveness through technology, process enhancements, or training
Executive support to the CEO (30%)
- Manage the CEO’s calendar, coordinate meetings, and liaise with internal and external stakeholders.
- Oversee travel arrangements, ensuring seamless logistics and detailed itineraries.
- Maintain up-to-date records of meetings and stakeholder engagements in Salesforce.
- Research and draft briefing notes and correspondence to support the cultivation and management of key relationships.
- Assist in the prioritization and conservation of the CEO’s time by managing workflow, identifying urgent matters, and ensuring follow-through on key priorities.
- Provide expense reconciliation and administrative support as required.
Office support (5%)
- Support the effective functioning of the local office.
- Oversee office administration tasks such as mail management, filing, and supply inventory.
- Maintain organizational standards for office tidiness and operational efficiency.
Ideal candidate:
You are a highly organized, proactive, and tech-savvy professional with exceptional communication and problem-solving skills. You thrive in fast-paced environments, anticipating needs before they arise and ensuring operational excellence with discretion and professionalism. Adept at managing complex priorities, you bring a strong understanding of corporate governance, executive support, and relationship management. With a keen eye for detail and a strategic mindset, you are a trusted partner to the CEO and Board, committed to driving efficiency and organizational success.
Competencies and characteristics:
- Exceptional organizational skills with the ability to manage multiple priorities seamlessly.
- Strong interpersonal skills, capable of building relationships with staff, board members, and sometimes high-profile stakeholders.
- Advanced written and verbal communication skills with keen attention to detail.
- Proactive and resourceful mindset, with the ability to act independently and with confidence in high-pressure situations.
- Ability to anticipate problems, propose solutions, and exercise sound judgment.
- Adaptability and resilience in responding to shifting priorities and unforeseen challenges.
- Technologically savvy, with the ability to leverage digital tools for productivity, collaboration, and governance support.
- High emotional intelligence, political savvy, and absolute discretion in handling sensitive governance matters and discretion in handling confidential leadership information
- A supportive team player who relishes the opportunity to anticipate and solve problems for the CEO and board before they arise.
Qualifications and knowledge:
- Bachelor’s degree or diploma in a relevant field, or equivalent experience.
- 5+ years of experience providing executive support at the C-suite level.
- 5+ years of experience managing the governance cadence and drafting board-level minutes for a corporate or non-profit board.
- Expertise in corporate governance and board relations.
- Strong project management skills, with experience overseeing multiple workstreams and deadlines.
- Proficiency in Google WorkSpace Adobe Acrobat, and digital collaboration tools.
- Proven experience drafting high-level board minutes and managing corporate records subject to regulatory audit.
- Experience with CRM (e.g., Salesforce) and board management software is an asset.
- Experience in non-profit organizations is a strong asset.
- The ability to communicate in French is an asset.
Preferred attributes:
- The ability to prioritize tasks in a fast-paced environment.
- Confidence, tact, and professionalism in communication with executives, board members, and external partners.
- Experience managing confidential information with the highest level of discretion.
- Strong problem-solving skills with a forward-thinking, results-driven approach.
- Supportive, kind, and flexible in the face of challenges.
- Commitment to the mission and values of the organization, with a passion for supporting impactful work.
Compensation and benefits:
- Starting salary range $95,000-$105,000 annually, based on skills and experience required for the role
- Full-time position, 40 hours/week
- Hybrid work solution with a minimum three (3) days in the office
- Position available in Toronto, ON
- Three weeks’ vacation, plus a company-wide winter break
- Benefits plan – medical, dental, short & long-term disability, and life insurance
- Annual Wellness Budget to support personal well-being
- Access to Group RSP with matching employer contributions
- Evolving DEI initiatives – our staff is representative of our client base
