Title: Executive Assistant & Board Liaison

Start Date: October 26, 2026

Reports to: Executive Director

Vacancy Status Disclosure:

This posting is for a position for which a vacancy currently exists.

AI Disclosure:

We do not use artificial intelligence (AI) to screen, assess, or select applications.

About Us:

Barrie Family Hospice of Elgin is more than a place; it’s a feeling. It’s where compassionate care meets comfort, where families find connection, and where every moment matters. We believe that end-of-life care isn’t just about health care; it’s about how we make people feel. It’s about creating an experience that honours the whole person: their story, their spirit, and the people they love.

Rooted in the heart of Elgin County and nestled among the trees overlooking Waterworks Park, our cottage-like design has ten beautiful private suites, cozy family spaces, and a peaceful, natural setting that invites quiet reflection, connection, and comfort. We’ll provide expert wrap-around care, managing pain and symptoms while supporting emotional, spiritual, and practical needs.

This isn’t just a job; it’s a calling. A chance to be part of something meaningful, to walk alongside people during life’s most sacred moments, and to help families simply be families again. Whether it’s a shared laugh around the harvest table, a sunset by the fire pit, or a favourite song played one last time, we are here to create space for love, comfort, and compassion. Our Noble Purpose guides everything we do: We support exceptional care at end of life.

If you believe in the power of presence, compassion, and human connection, we invite you to join us!

Position Summary:

The Executive Assistant & Board Liaison provides high-level administrative, governance, and strategic support to the Executive Director (ED) and the Board of Directors. This role ensures the smooth functioning of executive operations, supports effective governance practices, and strengthens communication between leadership, board members, and internal and external stakeholders.

Key Responsibilities

Executive Support:

- Manage the ED’s calendar, priorities, travel and meeting logistics.
- Prepare briefing notes,



presentations, correspondence, and other projects through preparation of relevant documents, reports, summaries, research, analysis & data collection.
- Track action items and ensure follow-through.
- Maintain confidentiality and exercise sound judgement.
- Support the Executive Director’s participation in meetings and presentations.
- Provide administrative support, including liaison with technical support providers, staff, supply ordering and other necessary activities supporting the leadership and operations of The Hospice.

Board Governance:

- Serve as the primary administrative support for Board members.
- Coordinate Board and committee logistics, including meetings (including AGM preparation), agendas, minutes, materials and governance documents.
- Attend meetings, as required, to record and produce minutes.
- Support governance processes (policy updates, annual work plan, onboarding)
- Maintain official records and ensure compliance with bylaws.
- Maintain up-to-date knowledge of the governance processes and protocols of Barrie Family Hospice of Elgin

Communications & Stakeholder Support

- Draft professional correspondence on behalf of the ED.
- Liaise with internal and external stakeholders.
- Support donor stewardship activities as necessary.

Operational Coordination:

- Support organizational projects and cross-program initiatives as requested by the ED.
- Maintain filing systems, records and document control.
- Assist with reporting cycles and annual planning.

Qualifications:

- Degree or diploma in Office Administration or a related discipline
- 2-4 years of experience as an Executive Assistant with governance responsibilities or related role.

Additional Requirements:

- Proof of vaccination will be required.
- Satisfactory Vulnerable Sector Records Check





Competencies:

- Strong writing, editing and communication skills (verbal & written)
- High discretion, professionalism, relationship management and problem-solving ability.
- Experience in nonprofit, healthcare, or public sector preferred.
- Advanced level Microsoft Office skills (Excel, Outlook, PowerPoint, Word)
- Proven ability to organize activities and effectively communicate with confidence and professionalism.
- Demonstrated time management skills and ability to work in a busy environment with multiple priorities.
- Ability to work independently as well as part of a team.
- Exhibits a high level of emotional intelligence and maturity.
- Experience in customer service, with an ability to meet and exceed expectations.
- Embodies a warm, caring, calm and genuine approach when interacting with others.

What We Offer: A meaningful role supporting compassionate community care in a supportive, collaborative team environment.

- Salary: $40,000-45,000
- Benefits and paid vacation

Equal Opportunity Employer Statement Barrie Family Hospice of Elgin is an equal opportunity employer. We are committed to fostering an inclusive and accessible setting where all individuals are treated with respect and dignity. We welcome and encourage applications from people of all backgrounds, including but not limited to women, Indigenous peoples, persons with disabilities, members of visible minorities, and those of diverse sexual orientations and gender identities.

How to apply:

Interested candidates are invited to submit their resume and a brief cover letter outlining their interest in the position through Indeed, our website, or by email to [email protected]

Application Acknowledgment

We thank all applicants for their interest in joining our team. Only those selected for an interview will be contacted.

Pay: $40,000.00-$45,000.00 per year

Application question(s)

- Do you have a degree or diploma in Office Administration?
- How many years of experience do you have as an Executive Assistant?
- Do you have any experience working with Board of Directors?

Work Location: In person

📌 Executive Assistant & Board Liaison (St. Thomas)
🏢 Barrie Family Hospice of Elgin
📍 St. Thomas