Senior Executive Assistant and Governance Coordinator

Mohawk Medbuy Corporation (MMC)•Burlington, ON

4d•Onsite

About The Position

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 support, warehousing/logistics, 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, Thunder Bay, Kingston, Brantford, London and Chatham, and a distribution centre in Oakville. 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.

Requirements

Office Administration Diploma or relevant Business Degree.
10+ years’ demonstrated experience supporting senior level executives with 3 – 5 years providing administrative and governance support to a of Board of Directors/Board Committees.
Demonstrated leadership competencies, using sound judgement in complex and ambiguous, time-sensitive situations.
Strong knowledge of corporate governance practices.
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).

Responsibilities

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 OneDrive, 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 (i.e, Finance and HR) in executive and Board matters.
Meeting Schedules – Coordinates with the Executive Administration teams supporting the Directors to plan and prioritize Board and Standing Committee meetings on behalf of the Chairs and the President & CEO in a professional, efficient and timely manner. Independent decision-making required to prioritize and manage conflicts when they occur and make recommendations for resolution.
Meeting Logistics – Works with internal and external resources (i.e. hotels and conference centres) to arrange appropriate meetings space, catering and audio-visual needs for all board meetings. Includes dinner arrangements, any travel required on behalf of the Directors and completion, submission of expense reports. Arranges for remote access through conference call and go-to-meeting options.
Meeting Attendance – attends all Board and Standing Committee meetings to record meetings and provide administrative support when required to the Chairs, President & CEO and Directors.
Meeting Preparation – Works with the Chairs, President & CEO, CMO & Senior VP Strategy, CFDO and the Management advisor for Quality to draft Agendas (relying on Work Plans, action items from previous meetings and current strategic projects), meeting materials in alignment with Agenda, meeting minutes and slide presentations. Responsible for ensuring the timely distribution of materials in accordance with the By-Laws and maintains the information on the Portal.
Annual General Meetings / Member Meetings – Works directly with the CMO & Senior VP Strategy to set meeting dates in accordance with the By-Laws, secure space, sends invitations and proxy information on a timely basis; manages meeting details including catering, audio visual equipment and other needs.
Governance – Supports and assists the CMO & Senior VP Strategy to ensure compliance with By-Laws and Policies regarding Board and Committee matters. Maintains the Minute Book and the Board Portal.
Administrative Tasks – On behalf of the Board Chairs and Directors, schedules travel and completes expense reports as requested; assists with other tasks as and when required.
Coordinate and continuously improve Executive Office and Board support processes, tools and templates to ensure operational efficiencies are maintained
Manage sensitive information, records and files (electronic and paper) in accordance with Corporate policies and governance requirements.
Support special projects and strategic initiatives.
Engage the Executive Assistant C-Level team in opportunities for process improvement and efficiencies.
Coordinate and supervise the orientation of new Executive Assistants ensuring compliance with best practices