Board Administrative Assistant

Who We Are CAA Niagara is a proud Niagara Region employer, that strives on delivering rewarding experiences and enhancing the lives of our community. For over one hundred years, we have been a staple within our community, providing such services as emergency roadside assistance, travel services, insurance coverage, membership and rewards savings; continually growing our suite of relevant services and products. A true community partner, we could not be here without our over 160,000 members across Niagara, allowing us to focus on earning your continued trust, every day! Location: Thorold, ON, Hybrid Status: Contract Part‑time / Fractional (approx. 0.3–0.4 FTE) This is a newly created position. About the Role The Board Administrative Assistant provides dedicated administrative and governance support to the Board of Directors and its Committees, ensuring meetings, materials, records, and compliance processes are well‑organized, timely, and consistent. The role complements the CEO’s Administrative Assistant by taking ownership of governance mechanics, allowing the Executive Administrative Assistant to remain focused on the interface between the CEO, the Senior Leadership Team, and the Board. The expected wage range for this role is $25-30 per hour. Placement within this range will be determined based on the successful candidate’s qualifications, skills, and experience. Key Responsibilities Board & Committee Administration Coordinate logistics for Board and Committee meetings (calendar, scheduling, materials, timelines). Prepare and distribute Board and Committee agendas and meeting packages in alignment with approved templates and timelines. Attend Board and Committee meetings as required to record minutes and decisions. Governance Records & Compliance Maintain official Board records, including minutes, resolutions, committee charters, and governance policies. Manage Board and Committee member rosters, terms, appointments, and renewal schedules. Administer annual governance processes such as conflict‑of‑interest declarations and Board evaluations. Board Information Management Maintain the Board portal, ensuring documents are organized, secure, and accessible to authorized personnel. Ensure version control and consistency across all Board materials. Serve as a reliable administrative point of contact for Board members on logistics, materials, and process questions. Qualifications & Skills Experience supporting boards, committees, or senior governance bodies. Proficient in all Microsoft Applications (Teams, SharePoint, etc.) Strong organizational, documentation, and follow‑up skills. High discretion and comfort working with confidential materials. Familiarity with governance best practices and committee structures. Calm, detail‑oriented, and service‑focused. Working Conditions This is a hybrid role with occasional onsite meetings at our Thorold, ON office, with regular collaboration across teams. Standard office environment with frequent computer use and digital systems. Approximately 550-585 hours throughout the year Workload will fluctuate month to month: Months with Board and Committee meetings will require additional hours Months without meetings will require fewer hours Board and Committee meetings are currently held in person at the CAA Niagara Head Office, on Wednesday evenings (~5-8:30 pm), with calendar set annually Overall, the role is expected to average out to 12 hours per week over the year, aligned to ~25 Board and Committee meetings plus light ongoing governance administration. What’s In It For You Contract role for 12 months, renewable based on ongoing organizational needs. Pay range: $25-30 per hour, based on experience. Interview Process Our process is designed to provide a full picture of how you would contribute to our team: Pre-screening call In-person interview Assessment (if applicable) Background and references Offer CAA Niagara does not currently use artificial intelligence in screening or selection of applicants. CAA Niagara is an equal opportunity employer and is committed to providing an accessible and inclusive workplace. We are dedicated to ensuring that our recruitment processes are barrier-free and accommodating to all individuals, including those with disabilities. If you require accommodation at any stage of the application, interview, or employment process, please inform our Human Resources department at [email protected] We will work with you to meet your needs and ensure a positive experience throughout the recruitment journey.

The Board Administrative Assistant provides dedicated administrative and governance support to the Board of Directors and its committees. Responsibilities include coordinating meeting logistics, preparing agendas, recording minutes, and maintaining official governance records.

Candidates should have experience supporting boards or senior governance bodies and be proficient in Microsoft applications. Strong organizational skills, high discretion, and familiarity with governance best practices are required for this role.

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Board administration
• Governance support
• Meeting coordination
• Minute taking
• Microsoft Teams
• SharePoint
• Documentation
• Records management
• Conflict-of-interest declarations
• Board portal management
• Organizational skills
• Confidentiality
• Committee structures
• Governance best practices
• Workplace Inclusivity
• Artificial Intelligence
• Version Control
• Digital Systems
• Governance
• Leadership
• Information Management
• Mechanics
• Microsoft SharePoint
• Scheduling
• Templates

• Administrative
• Management & Leadership
• Board Administrator
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Expérience minimale

2+ ans

Langue de l’offre

anglais

Heures de travail

12 heures par semaine