Senior Governance Specialist and Executive Assistant

We are currently recruiting for a Senior Governance Specialist and Executive Assistant 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 Governance Specialist and Executive Assistant to the President and CEO 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.

Key Responsibilities

Board Governance & Support:

• Maintains MMC's official governance records, including By-Laws, Minute Books, Board Policies, Terms of Reference, Work Plans, resolutions, decisions, and Board actions, ensuring accurate documentation, retention, accessibility, and archiving in accordance with governance best practices and organizational requirements.
• Supports governance compliance activities, including maintaining corporate records and coordinating annual governance filings and reporting requirements with the Ontario Business Registry and other regulatory bodies.
• Monitors governance trends, emerging practices, and regulatory developments across healthcare, public sector, and not-for-profit sectors, identifying opportunities to enhance governance processes, Board effectiveness, and organizational compliance.
• Supports Board effectiveness initiatives, including Director education and development programs, governance training opportunities, orientation and onboarding activities, and maintenance of Board succession planning records.
• Supports Board recruitment processes, including candidate tracking, interview coordination, governance‑related documentation, and onboarding activities for newly elected or appointed Directors.
• Coordinates Board, Standing Committee, Annual General Meeting, Member Meeting, and Board retreat schedules, working closely with Board Chairs, Executive Leadership, and administrative support teams to manage priorities, resolve scheduling conflicts, and ensure effective planning.
• Plans and coordinates meeting logistics for Board, Committee, AGM, Member, retreat, and strategic planning meetings, including venue arrangements, catering, audio‑visual requirements, virtual meeting technology, travel coordination, and related administrative support.
• Prepares and administers governance meeting materials, including agendas, work plans, Board packages, presentations, action item tracking, and supporting documentation, ensuring timely distribution in accordance with By‑Laws and established governance practices.
• Attends Board and Standing Committee meetings to provide governance and administrative support, record proceedings, prepare meeting minutes, and maintain accurate records of decisions and follow‑up actions.
• Maintains and administers the Board Portal, ensuring governance materials, meeting documents, records, and reference resources are current, accurate, secure, and accessible.
• Provides administrative support to Board Chairs, Directors, Committees, and Executive Leadership on governance‑related matters, including travel arrangements, expense processing, correspondence, and other duties as required.

Senior Executive Assistant:

• Anticipates needs, resolves issues independently where appropriate, exercises sound judgment on sensitive and confidential matters, and serves as a key point of contact for internal and external stakeholders.
• Provides confidential administrative and operational support to the Executive Leadership Team as required.
• Prepares, reviews, and manages executive correspondence, briefings, reports, presentations, and other communications, leveraging strong business knowledge and exceptional written communication skills to draft materials on behalf of senior leaders.
• Proactively manages the President & CEO's calendar, including scheduling, prioritizing meetings, resolving conflicts, coordinating logistics, and ensuring timely follow‑up on action items and outstanding commitments.
• Coordinates Executive Leadership Team and governance‑related meetings, including scheduling, agenda preparation, meeting package development, minute‑taking, action item tracking, and follow‑up.
• Provides executive administrative support, including preparation and administration of membership agreements, travel arrangements and itineraries, expense management, contact database maintenance, and electronic records management using SharePoint, OneDrive, and other organizational systems.
• Supports components of the Integrated Risk Management Program, including maintaining risk registers and related documentation within the organization's risk management system.
• Builds and maintains effective working relationships across the organization and with external stakeholders, collaborating with departments such as Finance and Human Resources to support executive and governance‑related initiatives.

Qualifications and Skills

Education, Training, and Experience

• Office Administration Diploma or relevant Business Degree. A Governance Professionals of Canada (GPC) designation is highly advantageous.
• 10+ years’ demonstrated experience supporting senior level executives.
• Minimum of 3 years recent experience providing administrative and governance support to a of Board of Directors/Board Committees.
• Strong knowledge of corporate governance practices.
• Demonstrated leadership competencies, using sound judgement in complex and ambiguous, time‑sensitive situations.
• High standards of ethics and confidentiality to handle sensitive information and proven ability to work independently with minimal direction.
• Excellent written, minute‑taking and transcribing skills.
• Ability to work within constrained timelines and to multi‑task delivering results as required with minimal but some overtime during key periods (e.g. AGM).
• Excellent interpersonal and organization skills and communication, both verbal and written.
• Strong proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, Sharepoint, OneDrive and AI).

Travel

• Ability to travel to Mohawk Medbuy offices if required.

As a condition of employment, you are required to submit proof of full COVID‑19 vaccination to Human Resources.

MMC is a Healthcare of Ontario Pension Plan (HOOPP) employer offering a comprehensive benefits package. The targeted hiring range of this role is $82,921 - $112,000 dependent on experience. This job posting is for an existing vacancy.

Qualified candidates with a desire to join our innovative team are invited to submit their application in Dayforce. Mohawk Medbuy does not use artificial intelligence to screen, assess or select applicants.

We thank all applicants for their interest; however, only those selected for an interview will be contacted. If contacted for an interview, please inform us should any accommodation be required. Mohawk Medbuy is committed to providing accessible employment practices that comply with the Accessibility for Ontarians with Disabilities Act (AODA).

About Us:

Mohawk Medbuy Corporation (MMC) is a national, not‑for‑profit, shared services organization that supports hundreds of health care providers across Canada, as well as child welfare agencies and other public sector organizations. MMC provides value‑driven contracting and procurement solutions for medical/surgical supplies, pharmaceutical products, local sourcing, capital (equipment, FF&E and redevelopment) and nutrition solutions. Other services include data analytics, in‑hospital logistics, warehousing, technology, procure‑to‑pay and accounts payable.

With an emerging focus on sustainability and reconciliation with Indigenous Peoples, MMC is actively supporting the creation of a resilient value chain that incorporates environmental, social and governance best practices. Based in Burlington, ON, the organization also has offices in Toronto, Oakville, Thunder Bay, Kingston, Brantford, London and Chatham, and a distribution centre in Oakville. Learn more: www.mohawkmedbuy.ca.

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