Job Specifications
William Osler Health System Foundation
Job Posting
Job Title: Executive Assistant President’s Office & Board Liaison
Reporting To: President & CEO
Location: Peel Memorial Centre for Integrated Health & Wellness, with periodic travel to Brampton Civic and Etobicoke General Hospitals; hybrid model including work from home
Position Description:
This role is responsible for confidential executive and management support to the Office of the President & CEO and the Board of Directors of William Osler Health System Foundation. Reporting to the President & CEO, this role is responsible for supporting the day-to-day activities of the President’s office, assisting other Executive leaders, and for leading the Board and Associated Committees portfolio.
This role is often the first point of contact for Foundation relationships, making this role a visible and critical ambassador for the Foundation. This position requires someone who is able to prioritize and multi-task and be flexible to changing priorities while also producing high-quality and accurate deliverables. This position requires a high level of professionalism and confidentiality.
About William Osler Health System Foundation:
Osler Foundation is the fundraising arm of William Osler Health System (Osler), which serves 1.3 million people in Brampton, Caledon, North Mississauga, Etobicoke, and surrounding areas—one of the fastest growing and most ethnically diverse regions of Canada.
William Osler Health System Foundation is embarking on Osler’s largest capital campaign to date to build a new multi-story in-patient tower on the Peel Memorial site. Set to realize aggressive growth goals to support the expansion objectives of Osler, Osler Foundation is known for consistent and atypical success exceeding targets and engaging a new generation of philanthropists, including newcomers to Canada with diverse backgrounds. Osler Foundation builds and fosters relationships in our hospitals and the community to raise funds to support the clinical priorities at Brampton Civic Hospital and Etobicoke General Hospital, Osler’s two acute-care sites, and Peel Memorial Centre for Integrated Health and Wellness.
As part of the Osler family, we are committed to providing a fulfilling work environment that inspires our staff to learn, innovate, and grow. Year after year, Osler is proud to be recognized as one of Greater Toronto’s Top Employers and Canada’s Best Diversity Employers. Osler Foundation is equally committed to supporting our employees through flexible work arrangements, professional development, and a commitment to creating an environment of inclusiveness and belonging.
Responsibilities:
Board & Associated Committees
Responsible for ensuring compliance with the Board Fiscal Work Plan
Leads the planning and organization of all meetings of the Board of Directors and its associated committees, including the Annual General Meeting, Board Orientation and Board Retreat
Responsible for the logistics of the Board of Directors meetings, including:
Securing meeting space, AV requirements, and catering
Compiling meeting packages
Ensuring that appropriate notice period(s) are met
Securing guest speakers to fulfil Mission Moment and Education Sessions o Preparing documents and speaking notes for the Chair of the Board and/or associated committees
By-law and Policy management – manage the annual review/approval cycle
Minutes management:
Capture meeting minutes and distribute them to appropriate staff for approval o Maintain the corporate minute books (i.e., Board, Finance, Governance)
Manual management:
Ensure the Board Orientation Manual is updated and disseminated to new Board Members o Maintain the Governance Manual (By-laws, Policies, Guidelines, Terms of Reference)
Support Board nomination process, including: managing the candidate pipeline and supporting the recruitment and orientation process
Support board engagement in fundraising
Fulfill liaison responsibilities through bespoke communication/outreach/stewardship to individual Board members
Support of Executive Leadership
Manage the activities of the office of the President & CEO as it relates to the overall operation of the Foundation, the Board of Directors and associated committees
Proactively maintain the calendars of the President & CEO and Senior Vice President
Philanthropy, including scheduling meetings, providing meeting materials, and making travel arrangements
Monitor the progress of projects involving the President & CEO and Senior Vice President Philanthropy; track and assist in ensuring timely completion of various action items
Screen calls, mail and related inquiries directed to the President & CEO
Draft, edit and prepare responses on all matters, including sensitive and confidential items, in a professional and discrete manner
Budget management involving invoice processing and expense report preparation and review documents and meeting materials, as needed and as requested by various Foundation dep
About the Company
William Osler Health System (Osler) is a hospital system which includes Brampton Civic Hospital, Peel Memorial Centre for Integrated Health and Wellness and Etobicoke General Hospital, and serves 1.3 million residents of Brampton, Etobicoke and surrounding communities within the Central West region. Nationally recognized for its commitment to patient safety, Osler is also Accredited with Exemplary Standing, the highest rating a Canadian hospital can receive from Accreditation Canada. Osler has three unique sites, each provid...
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