Overview
Coordinate planning, execution, and attendance for Board and Committee meetings, including recording minutes and key decisions in accordance with Ontario hospital bylaws. Prepare and distribute Board/Committee agendas, materials, and presentations; support development of board packages and ensure compliance. Maintain the Board portal with accurate, up-to-date materials accessible to Board members. Track and follow up on Board action items to ensure timely completion and accountability. Support Board member onboarding, orientation, and offboarding processes aligned with Ontario hospital bylaws. Maintain strict confidentiality and manage sensitive governance information in compliance with privacy and organizational policies. Manage governance records including Board member databases, committee assignments, and documentation. Support Board training sessions, annual Board Advance, AGM/Report, and other Board-directed activities. Coordinate governance-related events and logistics (including catering and meeting setup/take down). Prepare briefing notes, background materials, and meeting summaries/reports for leadership decision-making. Identify emerging issues/risks and escalate appropriately. Communicate on behalf of the President and CEO with Board members, management team, and external partners regarding Board governance matters. Monitor governance-related legislation, regulations, and best practices to keep processes compliant. Coordinate governance-related filings and corporate record updates (including Ontario Business Registry and annual corporate return submissions). Maintain an organized records management system for governance documents (minutes, bylaws, policies, charters). Plan and coordinate Strategy Office meetings and appointments; solicit agenda items and record/maintain minutes. Prepare and distribute strategy-related materials (packages, presentations, reports) for timely review. Maintain a centralized SharePoint repository for strategy documents with accuracy, version control, and accessibility. Track, monitor, and report on Strategy and Governance initiatives and action items. Lead organization and maintenance of strategy-related documents and records (structured filing system for strategic plans and reports). Support continuous improvement initiatives for administrative processes. Develop strategic materials, reports, and presentations for leadership and Board review. Coordinate departmental financial processes including invoice preparation/tracking, billing/payment activities, monthly expense reports, and reconciliation. Provide backup support for calendar and scheduling coordination as required
