Executive Assistant & Board Coordinator; PT

Position: Executive Assistant & Board Coordinator (PT)
Executive Assistant & Board Coordinator (Part-Time)
About Us

With over 60 years of experience, Medic Alert Foundation Canada is the leading provider of high-quality health information to first responders at a time of a health emergency. We are a human-centered organization that values and welcomes innovative thinking, diversity of opinion, perspective, and lived experience that will enable you to fulfill your desire to grow your career and your social impact.

If you are ready to be part of a team where the opportunities to make an impact are huge, then this is the place for you!

Position Summary

The Executive Assistant & Board Coordinator provides administrative, governance, and operational support to ensure the smooth and effective functioning of the organization. This role serves as a key partner to the CEO, Board of Directors, and Board Committees by coordinating meetings, preparing governance materials, maintaining organizational records, and supporting a variety of administrative activities.

The successful candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities while maintaining confidentiality and professionalism. This role is ideal for someone who enjoys working in a mission-driven environment and takes pride in creating efficient systems and exceptional administrative support.

Key Responsibilities

Executive Support

Provide administrative support to the CEO and leadership team.

Manage calendars, schedule meetings, and coordinate appointments.

Prepare correspondence, presentations, reports, and other documents.

Support the CEO in the coordination of contract signatures and document approvals.

Assist with expense tracking, invoice processing, and administrative record keeping.

Assist with organizational communications and stakeholder correspondence.

Support event logistics, workshops, webinars, and meetings.

Support special projects and organizational initiatives as required.

Maintain confidential files and information with discretion and professionalism.

Board & Committee Administration

Coordinate all Board and Committee meetings, including scheduling, logistics, and meeting invitations.

Prepare and distribute meeting agendas and supporting materials in collaboration with Board and Committee Chairs.

Attend Board and Committee meetings as required and ensure meeting minutes are accurate and distributed appropriately.

Maintain governance records, including minutes, resolutions, policies, and Board documentation.

Track action items arising from Board and Committee meetings and monitor follow-up activities.

Support Board member onboarding and orientation processes.

Assist with annual governance activities, including the Annual General Meeting and Board elections.

Communications & Coordination

Serve as a point of contact for Board members, committee members, and external stakeholders.

Coordinate internal communications and meeting follow-up.

Ensure timely distribution of information and materials.

Support organizational reporting requirements and document preparation.

Process Improvement

Recommend and implement administrative improvements that enhance efficiency and effectiveness.

Maintain standard operating procedures and governance calendars.

Support implementation and use of digital collaboration and document management tools.

Broader work or accountabilities may be assigned as requried.

Skills & Qualifications

Education & Experience

Postsecondary education in Business Administration, Office Administration, Governance, Communications, or a related field, or an equivalent combination of education and experience.

Minimum 3–5 years of experience in an executive assistant, board coordinator, office manager, or senior administrative role.

Experience supporting Boards of…