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Executive Assistant

2 hours ago

Hamilton, Ontario, Canada Hamilton Health Sciences Volunteer Association Full time

Job Type
: Permanent, Part Time hours per week) Flexibility in hours with seasonal fluctuations

Location
: Hybrid with mixture of working in office (Concession Street, Hamilton, ON) and work from home

Summary of Position

This position provides administrative and executive support to the Executive Director, Senior Management Team and Board of Directors. The main duty is to provide administrative support for the Board of Directors by coordinating the board and committee meetings, as well as leading the Annual General Meeting, maintaining corporate records and the ongoing review of the board policies and bylaws. Other duties include coordinating the annual Patient Care Fund Program, scholarships, and providing program and administrative support.

What you'll do

Board Governance

  • Coordinate Board and committee meetings, including preparing agendas, meeting packages, and Chair's notes, taking minutes, and maintaining detailed records.
  • Ensure effective governance practices that promote transparency, accountability, and strategic decision-making.
  • Maintain and update Board policies, procedures, and bylaws as required.
  • Oversee the filing and retention of all Board and Annual General Meeting (AGM) records in compliance with legal and organizational requirements.
  • Plan and execute the AGM from preparation through minute-taking and record management.
  • Coordinate the Board skills-based assessment process in collaboration with the Board Chair.
  • Maintain the Board Orientation Package and oversee recruitment and onboarding of new Board members in collaboration with the Nominating Committee.
  • Coordinate and support new Board member orientation, biannual Board self-assessments, retreats, and social events.

Corporate Secretary (Delegated Tasks)

  • Act on behalf of the Board-appointed Corporate Secretary by preparing documentation and materials to support statutory obligations.
  • Provide institutional memory and Board continuity, recognizing that the Board Chair serves a limited term.
  • Develop materials for Committee Chairs and the Board Chair to facilitate effective leadership and governance.
  • Prepare and submit all corporate filings, ensuring organizational compliance and timely submissions.

Projects & Programs

  • Coordinate the Patient Care Fund Program, including calls for applications, communication with applicants, reporting, and record keeping.
  • Lead the HHSVA Scholarship Program and support other initiatives as directed by the Board or Executive Director.
  • Support and help implement new projects, programs, or governance initiatives as assigned.

Additional Administrative Duties

  • Manage meeting logistics, including scheduling, agenda preparation, and electronic meeting coordination.
  • Maintain the Board portal site and Board Reference Manual to ensure secure and convenient access to materials.
  • Serve as liaison with Hamilton Health Sciences IT and other departments for Board-related matters.
  • Maintain the Corporate Minute Book and ensure accurate upkeep of all governance records and filings, including the director registry.
  • Track and report Board volunteer hours, prepare and analyze meeting evaluation results, and obtain certificates of insurance annually.
  • Willing to travel to various hospital sites

What you bring

  • Diploma or degree in Business Administration, Governance, or a related field
  • Minimum 3–5 years of senior administrative or governance support experience
  • Strong understanding of board governance, corporate compliance, and meeting management
  • Excellent organizational, communication, and interpersonal skills
  • Proficiency in Microsoft Office Suite and online board portals
  • Ability to handle sensitive information with discretion and maintain high professional standards

What we offer

  • Competitive wages and benefits (Health Care Spending Account)
  • Personal days
  • Employee & Family Assistance Program
  • Employees Discounts and Perks at restaurants, retail, tickets, gyms, etc. in the local area
  • Positive, caring culture where you can make a difference

Conditions of employment

  • Health Clearance from Employee Health through Hamilton Health Sciences (HHS)
  • Clear and Satisfactory Background check
  • Having and maintaining work authorization that does not require sponsorship to work in Canada

About us

The Hamilton Health Sciences Volunteer Association is a non-profit organization that supports patient care at Hamilton Health Sciences (HHS) through the operation of cafes, cafeterias, parking facilities, gift shops and retail services across the organization. To clarify, we are not Hamilton Health Sciences, but rather a separate organization that works within the hospitals to generate profits to donate back to HHS to enhance patient care.

The Hamilton Health Sciences Volunteer Association is committed to creating an inclusive, diverse, equitable and accessible environment. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or neurodiversity.

We understand the social barriers preventing individuals from applying for open roles. We encourage those from the Indigenous, 2SLGBTQIA+, BIPOC, and Disabled communities to apply.

If you need any accommodation throughout the recruitment process, please do not hesitate to contact Human Resources or by phone at x44356.

  • Please Note: Personal information collected during the recruitment process will only be used for employment opportunities in accordance with the Freedom of Information and Privacy Act. Only applications from individuals eligible to work in Canada will be considered.