Executive Assistant and Board Liaison

Job Description
Mackenzie Health Foundation invites you to be part of an extraordinary journey. We've completed our incredible $250 million capital campaign, which built and equipped Cortellucci Vaughan Hospital — Canada's first smart hospital and the first hospital in Vaughan. Now, we're building on that incredible success with renewed energy and ambition.

As we look to the future, our focus is on continued growth, innovation and impact. Join us in fulfilling our statement of purpose: Be a leader in health care philanthropy to inspire community support of patient care excellence at Mackenzie Health. Enjoy a rewarding work environment with flexible schedules, growth opportunities, and a culture of inclusivity and belonging.

Role Overview
The Executive Assistant & Board Liaison provides high-level executive and governance support to the President & CEO and the Foundation's Board of Directors. This position ensures the efficient and effective operation of the CEO's office while overseeing all aspects of Board and committee governance.

Serving as a trusted partner to the CEO and Board, the role coordinates key initiatives, manages Board and committee processes, and oversees meeting planning, documentation, and compliance. It also leads day-to-day management of the CEO's office, including scheduling, correspondence, project tracking, and stakeholder communications.

Success in this role requires exceptional judgement, organizational skill, discretion, and the ability to manage multiple priorities in a fast-paced, high-performing environment.

Contribute To The Foundation Through
Board Governance & Committee Management (50%)

• Drive Board and committee governance, ensuring full compliance with the Board Fiscal Work Plan and advancing continuous improvement in governance practices.
• Lead and own the planning and execution of all Board and committee meetings, including the AGM, Board Orientation, Education sessions, and Retreat.
• Develop, coordinate, and issue agendas, materials, and minutes in alignment with established timelines, anticipating needs and ensuring readiness.
• Oversee and optimize all meeting logistics — venue coordination, AV, guest speakers, teleconferencing, and catering — ensuring seamless delivery.
• Maintain, update, and champion governance documents, including Board Orientation and Governance Manuals, ensuring they remain current and accessible.
• Initiate and coordinate by-law and policy reviews, proactively tracking updates and managing approval processes.
• Advance Board recruitment by identifying prospects, coordinating outreach, and managing onboarding to strengthen governance capacity.
• Monitor and encourage Board engagement in fundraising initiatives, ensuring alignment with organizational priorities.
• Serve as the primary conduit for Board communication, anticipating needs and ensuring timely, accurate support and information flow.
• Oversee and continuously improve the Board web portal and collaborate with Marketing & Communications to maintain up-to-date online content.

Executive Support to the President & CEO (50%)

• Steward the daily operations of the CEO's office, anticipating needs and ensuring seamless alignment across Foundation and Board priorities.
• Strategically manage complex scheduling, balancing priorities and maximizing the CEO's effectiveness.
• Take ownership of preparing and curating materials for meetings, presentations, and events, ensuring high standards and accuracy.
• Track and drive key projects and initiatives, ensuring timely execution, accountability, and follow-through on action items.
• Handle confidential correspondence and inquiries with the utmost professionalism, judgment, and discretion.
• Draft, refine, and elevate executive-level communications, reports, and presentations, ensuring clarity, tone, and strategic alignment.
• Oversee financial processes within the CEO's office, including invoice and expense management, ensuring accuracy and timeliness.
• Act as a central connector between the CEO, senior leadership, Board, and external partners to ensure effective communication and coordinated action.
• Review and enhance Foundation documents to ensure professionalism, quality, and consistency across all executive materials.

What Must You Have?

• 3 years of governance experience, including supervising governance processes.
• 5 years' experience in executive support at the senior management level within a not-for-profit organization.
• Experience working closely with senior leadership and Boards of Directors.
• Proven ability to manage multiple priorities, independently set deadlines, and maintain attention to detail.
• Strong written and verbal communication skills, with experience preparing high-level documents.
• Strong critical thinking and problem-solving skills, with the ability to anticipate needs and take proactive action.
• Post-secondary education or equivalent combination of education and experience.
• 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).

Why Join Us?

• Hybrid flexibility: Work two days a week in our Vaughan office, with flexibility to balance work and life.
• Comprehensive total rewards: Competitive compensation, pay-for-performance bonus, extended benefits, vacation and bonus holiday days, and HOOPP pension plan.
• Purpose-driven work: Every gift you inspire directly improves care for patients and families across York Region.
• 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.