Executive Assistant & Board Coordinator (Part-Time)

Job summary

Provides administrative and governance support to the CEO and Board of Directors, including coordinating meetings and maintaining organizational records. Manages calendars, prepares governance materials, and implements administrative process improvements.

Job details

About Us With over 60 years of experience, MedicAlert 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 Directors, Committees, or senior leadership teams is strongly preferred. Experience in a non-profit, association, public sector, or governance environment is considered an asset. Skills & Knowledge Exceptional organizational and time-management skills. Excellent written and verbal communication skills. High attention to detail and accuracy. Strong judgment and ability to handle confidential information. Proficiency with Microsoft Office Suite, Teams, Zoom, SharePoint, and cloud-based collaboration tools. Ability to work independently and manage competing priorities. Core Competencies Organizational Excellence Professionalism and Discretion Relationship Management Communication Skills Attention to Detail Planning and Coordination Accountability Initiative and Problem Solving Adaptability Service Orientation Success Measures Within the first 12 months, the successful candidate will: Ensure all Board and Committee meetings are effectively coordinated and documented. Establish consistent governance and administrative processes. Maintain accurate and accessible organizational records. Provide responsive and proactive support to leadership and Board members. Improve administrative efficiency through effective systems and processes. What We Offer Competitive compensation commensurate with experience. Expected salary range $46,410 - $49,172 Flexible remote work arrangement with occasional evening or weekend attendance required for Board meetings, organizational events, and key meetings. To Apply If you have the skills and qualifications, and share our passion for our mission, please apply with your resume and cover letter. We respectfully thank all applicants for their interest, however, only those candidates selected for an interview will be contacted. MedicAlert is an accessible and inclusive employer that provides accommodation for employees with disabilities. If you require specific accommodation during the recruitment process because of a disability or a medical need, please let us know. Thank you for your interest in MedicAlert Foundation Canada.

What you’ll do

Provides administrative and governance support to the CEO and Board of Directors, including coordinating meetings and maintaining organizational records. Manages calendars, prepares governance materials, and implements administrative process improvements.

Requirements

Requires 3-5 years of experience in an executive assistant or board coordinator role, preferably within a non-profit or governance environment. Postsecondary education in Business Administration, Governance, or a related field is required.

Listed skills

• Time management · Preferred
• Microsoft Teams · Preferred
• written communication · Preferred
• Zoom · Preferred
• SharePoint · Preferred
• Microsoft Office Suite · Preferred
• Process Improvement · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Executive Support
• Board Coordination
• Governance
• Calendar Management
• Meeting Minutes
• Stakeholder Management
• Microsoft Office Suite
• Microsoft Teams
• Zoom
• SharePoint
• Time Management
• Confidentiality
• Process Improvement
• Written Communication
• Verbal Communication
• Organizational Skills

Job areas

• Administrative
• Management & Leadership
• Healthcare
• Government & Public Sector
• Social Services