Executive Assistant & Board Liaison – Markham Stouffville Hospital Foundation – Full Time – Markham Site

Who WE are:

Established in 1989, Markham Stouffville Hospital (MSH) Foundation has continuously raised funds to support healthcare in our community. Oak Valley Health is embarking on a new era of how healthcare is delivered to its patients and, as the capacity of our hospital grows, so do the needs. The MSH Foundation’s mission is to enable the growth of Markham Stouffville Hospital (Markham Site of Oak Valley Health) by raising sustainable funds and awareness for its priorities and ongoing needs.

Who YOU are:

You are an innovative and service-focused individual who provides excellence within your profession. You are a team player with critical thinking ability and above average emotional intelligence. You have vision and demonstrate flexibility, transparency, honesty and practicality. You are attentive, accurate, adept at anticipating needs, multi tasking and meeting deadlines. You manage ambiguity well and adapt to changing priorities and conditions in an agile way – responding quickly and effectively, with curiosity and excitement.

What WE are looking for:

We are seeking an independent critical thinker, who is uber organized, to provide a wide range of executive services to the CEO and support the MSH Foundation Board of Directors. The incumbent will manage highly confidential and sensitive information and follow-up on priority matters. They will be responsible for managing the CEO’s calendar, supporting community and hospital relations, scheduling and arranging meetings and special events and contributing an overall positive energy to our team culture.

Areas of Responsibilities Include:

EXECUTIVE OFFICE ADMINISTRATION

• Representing the Office of the CEO in a professional, customer-focused manner
• Effectively managing the CEO’s schedule, including foreseeing conflicts and using considerable judgment and diplomacy to re-schedule appointments according to demanding priorities
• Making travel arrangements and preparing monthly expense reports for the CEO
• Maintaining contacts and drafting correspondence in a timely manner on behalf of the CEO
• Researching and compiling appropriate data for reports, projects, and preparing presentations
• Creating, gathering and proofreading documents
• Reviewing CEO’s daily mail and distributing to others as appropriate
• Maintaining an electronic and/or paper file management system
• Providing HR management support to the CEO as required
• Coordinating annual schedule of bi-monthly All Staff Meetings with rotating staff hosts
• Assisting the CEO with various special projects (i.e. team building and donor events)

BOARD & GOVERNANCE

• Working with the CEO in organizing meetings including: drafting agendas; liaising with internal and external stakeholders; arranging meeting rooms and catering; advising attendees of meeting time and location; distributing meeting materials; arranging for appropriate audio-visual and other equipment; attending meetings, recording and preparing minutes
• Serving as the primary contact and support for the Board of Directors and its standing Committees: Executive, Finance, Audit & Investment and Nomination & Governance
• Attending all quarterly Board and Committee meetings and acting as Recording Secretary
• Managing all aspects of Annual Meeting and membership recognition event
• Organizing orientation for new Directors – including updating manual material, scheduling tours etc.
• Contribute to the development and revision of governance materials (i.e. terms of reference, code of conduct, bylaws etc.)
• Keep apprised of relevant changes in legislation and evolving governance best practices and reflect these as appropriate in the governance guiding documents

What YOU bring to MSH Foundation:

• A university degree or college diploma in office/administrative management
• A minimum of 5-7 years of recent relevant experience supporting senior executives in the healthcare and/or not-for-profit industry
• Proven record in ensuring confidentiality, integrity, professionalism and diplomacy at all times
• Demonstrated technical skills including proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, virtual meeting platforms (Zoom, Teams) and the initiative to use emerging technologies as required
• High initiative, efficiency and a keen attention to detail
• The ability to interact with others and deal with situations in a way that respects a diversity of backgrounds, experience and styles with tact
• Superior communication (verbal and written) skills and the ability to effect strong public relations with directors, staff, physicians, volunteers, donors and government officials
• A passion for good governance
• Experience with online resource (i.e. Google drop box, Canva, Survey Monkey, social media) and database applications (i.e. Raiser’s Edge)
• Reliability – being accessible to the CEO
• Willingness to commit to a healthy and safe workplace for self and others (staff, patients, families, etc.) by taking all reasonable precautions and working in compliance with hospital and MSH Foundation related policies, health and safety legislation and best practices and completing relevant mandatory education as required

Work Schedule:

Monday-Friday (7.5 hours/day)

Note: this position is currently a flex role, with the expectation that the incumbent will work a minimum of three days per week in the office, based on the needs of the business.

Compensation:

BAND: $65k – $80k per year (+ 10% incentive compensation based on performance)

About Oak Valley Health:

Oak Valley Health is one of Ontario’s leading community healthcare organizations. Across our two sites (Markham and Uxbridge) and Reactivation Care Centre (RCC), we provide high quality, patient-centred care to more than 435,000 patients each year. We offer diagnostic and emergency services and deliver clinical programs in acute care medicine and surgery, addictions and mental health, and childbirth and children’s services. We are also proud to be part of the Eastern York Region North Durham Ontario Health Team (OHT).

Our 526 physicians, 28 midwives, 2,400 staff and 1,000 volunteers serve patients and families with an honoured to care mindset and are focused on delivering an extraordinary patient experience to the residents of Markham, Whitchurch-Stouffville, Uxbridge and beyond. We are dedicated to providing access to the right care, at the right time, in the right place by the right people and at the right cost.

COVID Statement

As a result of the COVID-19 pandemic and the need to strengthen and promote health protection to patients, staff and members of the public attending in the hospital, prior to the first day of employment with the Hospital, all successful candidates are required to provide proof of COVID-19 vaccination (full vaccination is required). In order to provide you with fair & equitable accommodation, you must submit supporting medical exemption documentation or an affidavit detailing why your religion prohibits you from receiving the COVID-19 vaccine.

Oak Valley Health Diversity Statement

Oak Valley Health takes pride in serving some of Canada’s most diverse communities. We are committed to fostering an environment of equity and inclusivity where every person can work and receive care safely, openly and honestly. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity or expression, sexual orientation, nation of origin, genetics, disability, age, veteran status, marital or family status, belief system, or other factors related to one’s personal identity and/or values. Furthermore, Oak Valley Health is committed to meeting the needs of all individuals in accordance with the Accessibility for Ontarians with Disabilities Act (AODA) and the Ontario Human Rights Code. Should you require accommodations during the recruitment and selection process, please contact Human Resources.