Position Purpose

The Executive Assistant provides high-level executive, governance, administrative, and coordination support to the President & CEO and the Board of Directors of the Friends of The Moncton Hospital Foundation, while supporting the day-to-day operations of the Foundation office.

The position serves as a key organizational connector, ensuring the effective flow of information between the CEO, Board, leadership team, committees, staff, donors, partners, and external stakeholders, and as the operational backbone that keeps the Foundation's office running efficiently, professionally, and welcomingly. The role requires exceptional judgment, discretion, organization, communication, and the ability to manage multiple priorities in a fast-paced, mission-driven environment.

The Executive Assistant helps ensure that the CEO and Board are well prepared, informed, and organized, and that staff, donors, volunteers, and healthcare partners experience a well-run, professional Foundation office.

Key Responsibilities

1. CEO Executive Support

● Provide confidential, proactive administrative and executive support to the President & CEO.

● Help manage the CEO's calendar, meetings, travel, correspondence, and competing priorities.

● Prepare briefing materials, meeting notes, presentations, reports, correspondence, and other executive documents.

● Research and compile information required for CEO decision-making.

● Track commitments, follow-ups, deadlines, and action items arising from meetings.

● Coordinate internal and external meetings on behalf of the CEO.

● Support preparation for meetings with donors, government representatives, Horizon Health Network, healthcare leaders, community partners, and other stakeholders.

● Anticipate the CEO's needs and proactively identify upcoming requirements, deadlines, and potential issues.

2. Board of Directors & Governance Support

● Serve as a primary administrative liaison between the CEO, Board Chair, Directors, and Board committees.

● Coordinate Board and committee meeting schedules, calendars, agendas, meeting materials, and logistics.

● Prepare and distribute Board packages in a timely and professional manner.

● Maintain accurate records of Board meetings, decisions, resolutions, and action items.

● Track Board decisions and follow-up requirements to ensure accountability and completion.

● Support the Board Chair and committee Chairs with meeting preparation and administrative requirements.

● Maintain governance calendars, including annual Board activities, committee meetings, retreats, the AGM, strategic planning, evaluations, and key governance deadlines.

● Maintain confidential Board and governance records in accordance with organizational policies.





● Support onboarding and orientation of new Directors.

● Assist with Board evaluations, annual governance processes, policy reviews, and other governance initiatives.

3. Strategic Planning & Organizational Coordination

● Support the CEO in monitoring progress against the Foundation's strategic priorities and annual operating plan.

● Maintain centralized tracking of strategic initiatives, deliverables, deadlines, and accountabilities.

● Coordinate information required for CEO and Board dashboards and reports.

● Assist with preparation of quarterly and annual reports to the Board.

● Coordinate cross-functional projects involving multiple departments or external partners.

● Follow up with staff and leadership team members on assigned actions and deadlines.

● Help ensure alignment and communication between Board priorities and operational activities.

4. Office & Operations Management

● Support the day-to-day administrative operations of the Foundation office.

● Ensure the office is organized, skilled, welcoming, and appropriately supplied.

● Coordinate office equipment, supplies, maintenance, security, and service providers.

● Coordinate staff technology and access requests.

● Submit and track facilities and maintenance requests to Horizon Health Network for office-related needs of the Foundation.

5. Human Resources & Team Support

● Assist with onboarding and offboarding of employees.

● Maintain employee administrative records and documentation in accordance with Foundation policies.

● Coordinate staff meetings, team activities, and internal events.

● Support the administration of policies, procedures, training, and employee communications.

● Assist with maintaining a positive, collaborative, and professional workplace environment.

6. Fundraising & Donor Support

● Provide administrative support to fundraising and donor engagement activities.

● Assist with donor correspondence, acknowledgements, invitations, stewardship materials, and special events.

● Assist with event logistics, registrations, materials, supplies, and follow-up.

● Ensure a professional and welcoming experience for donors, volunteers, healthcare partners, and community stakeholders.

8. Communications & Information Management

● Draft, format, proofread, and coordinate executive correspondence, reports, presentations, briefing notes,



and communications.

● Serve as a professional first point of contact for visitors, donors, volunteers, community partners, and members of the public; respond to general inquiries and direct requests to the appropriate staff member.

● Ensure the CEO and Board receive accurate and timely information.

● Coordinate confidential communications with Board members and senior stakeholders.

9. Meetings, Events & Stakeholder Engagement

● Coordinate executive-level meetings, Board events, retreats, planning sessions, and special events.

● Prepare agendas, briefing materials, presentations, attendance lists, and logistics.

● Support CEO participation in donor, community, healthcare, government, and corporate meetings.

● Coordinate follow-up communications and action items after meetings and events.

10. Confidentiality, Risk & Professional Judgment

● Handle highly confidential information involving Board matters, personnel, donors, finances, strategy, legal matters, and organizational affairs.

● Exercise sound judgment regarding sensitive information and determine when matters require escalation to the CEO.

● Maintain strict confidentiality and professional boundaries.

● Identify potential administrative, governance, or operational risks and bring them forward proactively.

● Ensure records and information are handled in accordance with Foundation policies and applicable requirements.

11. Administrative Leadership

● Develop and maintain effective administrative systems that improve executive, Board, and office-wide efficiency.

● Establish templates, calendars, tracking tools, and processes for recurring CEO, Board, and office activities.

● Provide backup support for other senior administrative functions as required.

● Identify opportunities to streamline processes and leverage technology and AI appropriately to improve efficiency.

Key Considerations

· Must be reliable and adaptable.

· Able to work irregular hours when occasionally required.

· Able to work in-person 5 days a week from the FMH Foundation offices.

· Able to perform all duties of the position.

· Good work record.

What We Offer The Friends of The Moncton Hospital Foundation is a purpose-driven organization committed to inspiring philanthropy and partnerships that improve healthcare in our community. The Executive Assistant will work closely with the President & CEO and Board of Directors, alongside a passionate team, and will contribute directly to initiatives that make a meaningful difference for patients, families, healthcare providers, and the broader southeast New Brunswick community.

Please send your resumes at [email protected] before September 11th, 2026.

📌 Executive Assistant to the CEO and the Board (Moncton)
🏢 The Friends of The Moncton Hospital Foundation
📍 Moncton