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Job Opportunity

Executive Assistant

LMIC is looking for an experienced executive assistant to support its Executive Director, its Management Team and Board of Directors in leading this young organization in the next phase of its growth.

The Organization

The Labour Market Information Council (LMIC) is a not-for-profit organization created in 2017 by the Forum of Labour Market Ministers (FLMM) to identify pan-Canadian strategies to address the need for more consistent and accessible labour market information for Canadians. 

LMIC’s mandate is to improve the timeliness, reliability, and accessibility of labour market information for employers, workers, job seekers, academics, policy makers, educators, career practitioners, students, parents, and under-represented populations. 

With an office in downtown Ottawa near public transit and other amenities, LMIC operates on a voluntary hybrid model to provide staff with maximum flexibility to balance life and work obligations.  

The Opportunity

LMIC is looking for an experienced executive assistant to support its Executive Director, its Management Team and Board of Directors in leading this young organization in the next phase of its growth.  

This opportunity will appeal to anyone who thrives in complex environments and knows how to deal with people and circumstances with tact and discretion. The ideal candidate will be a big-picture person with an eye for detail, highly organized, self-motivated and an excellent communicator.  

In addition to providing executive support to the Executive Director and Management Team, the Executive Assistant will act as the Corporate Secretary to the organization, supporting its Board and committees while acting as the custodian of the organization’s corporate records.   

The responsibilities of this position are varied and offer scope for personal, professional and career growth. This full-time, permanent position reports to the Executive Director.

The Role

Executive Services

  • Organize, manage and optimize the Executive Director’s agenda.
  • Organize and manage office and other organizational activities and workflows for the Executive Director.
  • Facilitate and coordinate institutional and/or executive level contact with a variety of stakeholders including LMIC members and their staff, other government departments, corporate partners and advisors by fostering collaborative and responsive relations.
  • Provide administrative support to the Management Team and its members.
  • Maintain a record of Management Team decisions and action items and ensure appropriate follow up on both.
  • Develop and maintain a comprehensive contact and stakeholder engagement database.
  • Monitor all electronic and other correspondence addressed to the Executive Director, ensure appropriate and prompt response and follow up.
  • Draft and format messages and other correspondence for the Executive Director.
  • Oversee bookings, travel and other related logistics for the Executive Director and members of the Management team as necessary.
  • Oversee overall office administration including liaising with key suppliers and service providers.
  • Actively identify opportunities and promote administrative and process efficiencies related to the role.

Board and Committee Meeting Preparation and Support

  • Coordinate the development and distribution of the Board and Committee Agendas.  
  • Coordinate logistics for board meetings, including venue arrangements, travel arrangements, and catering if necessary. 
  • Attend board and committee meetings and accurately record minutes, capturing key discussions, decisions, and action items.

Corporate Governance and Compliance

  • Work closely with the board of directors and executive management to facilitate smooth corporate governance processes. 
  • Ensure compliance with all legal and regulatory requirements by preparing and submitting corporate filings on time. 
  • Monitor compliance with corporate governance policies, bylaws, and applicable regulations.

Document and Records Management

  • Prepare and maintain corporate records, including resolutions, certificates, and other corporate documents. 
  • Maintain up-to-date corporate records, including resolutions, bylaws, minute book, risk register and other governance documents. 
  • Organize and maintain an online centralized repository for board-related documents, ensuring easy accessibility and version control.



  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with attention to detail.   
  • Very strong interpersonal skills and the ability to build relationships with stakeholders including staff, board members, and external partners. 
  • Excellent language and grammar skills, capable of composing and proofreading/editing correspondence with consistent accuracy.

Education and Experience

  • Post secondary diploma in Business Administration or other related field. 
  • Minimum five years of experience in a related administrative, progressive role is required; direct experience in a not-for-profit or government/public sector organization is highly desirable. 
  • Familiarity with principles and foundations of good governance and/or experience serving on, or supporting a board of directors is highly desirable. 
  • Proficiency in Microsoft Word, Excel, PowerPoint, Google Suite and other office applications is required.


Bilingualism (English/French) is considered a strong asset.

How to apply

Interested candidates are invited to forward an up-to-date resume along with an expression of interest outlining how your experience and qualifications align with the role to no later than December 8, 2023.

Salary: $60,000 -- $ 80,000 per year (plus competitive ancillary benefits) 

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