Executive Assistant and Board Liaison - Mackenzie Health Foundation

Mackenzie Health Foundation has achieved a historic milestone, raising $250 million-the largest campaign for a community hospital in Canada. Yet, our work continues. As healthcare demands grow, so does our commitment to securing critical investments in talent, program excellence, and cutting-edge medical technology to advance world-class care in York Region.

Be part of a high-performing, fast-paced team dedicated to making a lasting impact. We offer a collaborative work environment, professional growth opportunities, and a culture that values Excellence, Integrity, Optimism, Inclusion and Gratitude.

Role Overview:

This position provides executive and governance support to the President & CEO and the Foundation Board of Directors. It ensures seamless operations of the CEO’s office while managing all aspects of Board and committee governance.

As a key point of contact for internal and external stakeholders, this role plays a critical role in building relationships, anticipating needs, and executing with precision. This position requires exceptional judgement, critical thinking, organizational skills, strong governance acumen, and the ability to manage competing priorities in a high-paced environment.

This role supervises the Governance specialist, providing direction and oversight to ensure the effective execution of governance processes and policies.

Responsibilities:

Executive Support to the President & CEO (50%)

• Oversee daily operations of the CEO’s office, ensuring alignment across Foundation and Board activities.
• Manage complex scheduling, prioritizing commitments and optimizing time management.
• Prepare and coordinate materials for meetings, presentations, and events.
• Track key projects, ensuring timely follow-ups and execution of action items.
• Handle confidential correspondence and inquiries with discretion and professionalism.
• Draft, review, and edit high-level communications, reports, and presentations.
• Manage financial tasks, including invoice processing and expense reporting.
• Act as a liaison between the CEO, senior leadership, and external partners, ensuring smooth communication flow.
• Proofread and refine Foundation documents as needed.

Board Governance & Committee Management (50%)

• Oversee Board and committee governance, ensuring compliance with the Board Fiscal Work Plan.
• Supervise the Specialist, Governance, providing guidance on governance best practices, Board operations, and regulatory compliance.
• Lead planning and logistics for Board and committee meetings, including the AGM, Board Orientation, Board/committee Education sessions, and Retreat.
• Prepare and distribute agendas, meeting materials, and minutes, ensuring adherence to required timelines.
• Manage meeting logistics, including venue coordination, AV, guest speakers, teleconferencing, and catering.
• Maintain and update governance documents, including Board Orientation and Governance Manuals.
• Coordinate by-law and policy reviews, ensuring timely updates and approvals.
• Support Board Recruitment, including candidate outreach, prospecting coordination, and onboarding.
• Track and facilitate Board engagement in fundraising initiatives.
• Serve as the primary liaison for Board members, ensuring they receive necessary support.

• Manage the Board web portal and collaborate with the Marketing & Communications team on webpage updates.

What Must You Have?

• Post-secondary education or equivalent combination of education and experience
• Minimum 5 years’ experience in executive support at the senior management level within a not-for-profit organization. At least 3 years of governance experience, including supervising governance processes.
• Experience working closely with senior leadership and Boards of Directors.
• Strong written and verbal communication skills, with experience preparing high-level documents.
• Proven ability to manage multiple priorities, independently set deadlines, and maintain attention to detail.
• Strong critical thinking and problem-solving skills, with the ability to anticipate needs and take proactive action.
• Demonstrated initiative, resourcefulness, and ability to work in a high-paced environment.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Valid driver’s license and access to a vehicle.
• Flexibility to work outside of regular business hours as needed (e.g., Board meetings).

Preferred:

• Knowledge of the healthcare sector and philanthropic landscape.
• Familiarity with governance best practices and regulatory requirements in Ontario.
• General knowledge of fundraising and experience with Raiser’s Edge CRM (asset).
• Experience managing a direct report.

Why Join Us?

• Leadership opportunity managing a governance professional and influencing strategic decision-making.
• Flexible hybrid work environment aligned with the CEO’s schedule.
• Opportunity to work with high-caliber leadership and drive strategic impact.
• Competitive compensation, benefits, and defined pension plan.

*You may be required to work at any site of Mackenzie Health.

Mackenzie Health is an inclusive and equal opportunity employer committed to providing accommodations for applicants upon request at any stage of the recruitment process in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code.

We thank all applicants for their interest; however, only those under consideration for an interview will be contacted.