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 .

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.

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.

Senior Executive Assistant

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.

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). 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.

Board Governance Coordinator 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.

Meeting

Logistics – Works with internal and external resources (i.e. hotels and conference centres) to arrange appropriate meeting 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.

Administrative

Tasks – On behalf of the Board Chairs and Directors,



schedules travel and completes expense reports as requested; 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. Education, Training, and Experience ~ 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 Board of Directors / Board Committees. ~ Robust knowledge of corporate governance practices. ~ Ability to work within constrained timelines and to multi‑task delivering results as required with minimal but some overtime during key periods (e.g.

Strong proficiency with Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive and AI). Travel ~ Ability to travel to Mohawk MedBuy offices if required. As a condition of employment, you are required to submit proof of full COVID‑19 vaccination to Human Resources.

MMC is a Healthcare of Ontario Pension Plan (HOOPP) employer offering a comprehensive benefits package.

Mohawk

MedBuy does not use artificial intelligence to screen, assess or select applicants.

Mohawk

MedBuy is committed to providing accessible employment practices that comply with the Accessibility for Ontarians with Disabilities Act (AODA).

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. #

📌 Senior Executive Assistant & Governance Coordinator (Burlington)
🏢 Mohawk Medbuy
📍 Burlington