Executive Assistant

**Company Biography**:
**Scarborough Health Network Foundation**:
Situated in one of the most diverse communities in Canada, Scarborough Health Network Foundation (SHN Foundation) inspires the support necessary to improve patients’ lives through exceptional care at Scarborough Health Network across three hospitals and eight satellite sites. Since its inception, the Foundation has worked with generous donors, volunteers, and community members to raise funds needed to build state-of-the-art infrastructure and purchase the latest medical technology, supporting SHN’s vision to be Canada’s leading community teaching health network.
SHN Foundation has launched its $100 million fundraising campaign to support expanded emergency departments, integrated communities of care, accessible medical imaging and barrier-free mental health care.

**Position Overview**:
Reporting to the President & CEO, the Executive Assistant & Manager of Board Governance provides confidential executive and management support to the office of the President & CEO and to the Board of Directors. Duties include handling confidential matters, liaising with internal and external groups, preparing reports and correspondence, ensuring coordination with the Foundation’s senior team and staff, organizing meetings, and supporting the Board of Directors. This role leads the governance functions at the Foundation, including setting agendas, drafting Board/Committee materials, and minute-taking. The Executive Assistant & Manager will build a strong partnership with the office of the hospital President & CEO.

**Company Vacancy/Request for Transfer**:
**Responsibilities**:
1. Coordinate the activities of the office of the President & CEO as it relates to the overall operation of the Foundation, the Board of Directors and its various committees
2. Manage schedules and arrange meetings for the President & CEO and Chair of the Board of Directors, frequently liaising internal and external stakeholders; make travel arrangements as needed;
3. Play lead role on board governance affairs, manage board recruitment and orientation, and coordinate with the Foundation research department for any board prospecting activity;
4. Provide comprehensive support to the Board of Directors and Board Committees:

- coordinate and attend meetings
- prepare and distribute agendas and meeting materials
- arrange meeting facilities and catering
- record and maintain minutes
- maintain Board and Committee Terms of Reference, Board Policies and Procedures, and Board Orientation information
- prepare correspondence to the Board and Board Committees as required
- monitor that the organization complies with its bylaws/policies
- complete annual director reporting to government agencies
5. Develop a proactive and collaborative partnership with the office of the hospital President & CEO; ensure excellent communication and information sharing; coordinate schedules and calendars to ensure alignment for the CEOs and the hospital and Foundation Boards;
6. Manage and prioritize all correspondence for the President & CEO, receive and direct phone inquiries on behalf of the President & CEO and escalate issues where appropriate
8. Where needed (and working in partnership with the Manager, Special Projects & Campaigns), support the cultivation, solicitation and stewardship plans for the President & CEO’s prospective and current donors, including drafting relevant materials such as briefing notes, meeting materials, and donor correspondence
9. Organize and/or assist with meetings and Foundation events including the annual general meeting of the Foundation Board and stakeholder/staff/fundraising events, etc.;
10. Develop and maintain well organized document management system that permits easy reference and retrieval of information
11. Submit invoices for payment, prepare cheque requisitions and expense reports for the President & CEO and Chair of the Board of Directors
12. Mentor peers in coordinator/administrator roles and train staff on administrative functions
13. Represent the office of the President & CEO and the Foundation Board as needed
14. Perform additional functions as directed or assumed by personal initiative

**Requirements**:

- Minimum of 7-10 years of experience providing executive support to senior management
- Minimum of 5 years of experience leading the governance of a not-for-profit board of directors
- Experience in a fundraising organization preferred
- Excellent communication skills (oral and written) with highly developed interpersonal skills; excellent telephone manner
- Highly organized, accurate and detail-oriented
- Strong analytical and problem-solving skills
- Aptitude to advance initiatives with mínimal day-to-day supervision
- Ability to manage multiple deadlines and to work well under tight timelines or changes in priorities
- Demonstrated ability to work effectively with all levels of internal management and staff, volunteers and external stakeholders in