Senior Executive Assistant & Governance Coordinator

We are currently recruiting for a  Senior Executive Assistant & Governance Coordinator  to primarily support our  President & CEO , along with other C‑Suite Members.

This role will be based in our  Burlington Head Office  and will be  on‑site five days per week .

Position Overview
The Senior Executive Assistant to the President and CEO and Governance Coordinator for the Board of Directors provides strategic, administrative and governance support at the highest level of the organization. This role serves as a key liaison between the President and CEO, Executive Leadership and the Board of Directors, ensuring seamless operations, informed decision‑making and the highest standards of professionalism, discretion and governance.

The incumbent operates with significant autonomy, sound judgement and a deep understanding of executive priorities, Board governance practices and organizational strategy. The role is critical to the effectiveness of the President and CEO and the Board of Directors.

Reporting to the Chief Marketing Officer, this position serves as the primary point of contact to support the President & CEO, CMO & Senior VP Strategy, Chief Financial and Digital Officer (CFDO) and from time to time, the Chief People Officer (CPO) to keep them informed of upcoming commitments/deliverables, including appropriate and timely follow‑up on outstanding matters. Working independently, the individual is required to provide a wide range of administrative support, balance multiple priorities, exercise good judgement and handle confidential matters with discretion.

Strong organizational skills are required to prioritize conflicts, handle matters expeditiously and proactively, and follow‑through on action items.

Key Responsibilities
Senior Executive Assistant

Anticipates needs, resolves issues independently where appropriate and exercises judgement on sensitive and confidential matters. Acting as a point of contact for internal and external stakeholders.

Provides confidential assistance to all of the executive team when requested.

Prepares, reviews and manages executive correspondence, drafts briefings, presentations and reports when appropriate. Relying on strong knowledge of the business, exceptional written and verbal skills to proactively prepare draft correspondence on behalf of the President & CEO, the CMO & Senior VP Strategy, CFDO and CPO from time‑to‑time.

Calendar Management – Responsible for proactively managing, planning and prioritizing meetings with internal and external contacts on behalf of the President & CEO in a professional, efficient and timely manner. Independent decision‑making is required to prioritize and manage conflicts when they occur and appropriate follow‑up on outstanding items required for the meeting or as follow‑up following meetings.

Executive Leadership Assistance – Arranges, attends and prepares minutes for the bi‑weekly and monthly executive team meetings (ELT, other Governance Committees) and includes setting meeting dates, drafting agendas, obtaining items for the meeting package, drafting minutes and following up on action items.

Other Administrative Tasks – Prepares and manages through to final completion new Membership Agreements, completes expense reports, travel plans and preparation of itineraries for the President & CEO, CMO & Senior VP Strategy, CFDO and CPO). Responsible for creating and maintaining comprehensive contact lists for Member Hospitals and other partners. Relying on SharePoint and One Drive, maintains electronic files for all matters, including Member Agreements, administrative and other operational needs, all Board Governance materials.

Supports the CMO on aspects of the Integrated Risk Management program key risks maintained utilizing the online tool to create a risk register.

Builds strong working relationships within the organization and with external resources to efficiently manage requests on behalf of the President & CEO based on trust, credibility and discretion and coordinates with other teams (e.g., Finance and HR) in executive and Board matters.

Board Governance Coordinator

Meeting Schedules – Coordinates with the Executive Administration…