Executive Assistant & Board Liaison

Be a part of transforming healthcare for our Guelph-Wellington community!

Do you anticipate needs and deliver solutions before they arise? Do you excel at organization and juggling priorities? Do you care about the details, and love creating order, clarity and meaningful connections?

If your answer is a resounding “yes”, then keep reading.

We offer

• Competitive compensation package,
• Opportunities to do challenging and meaningful work in an open and collaborative environment,
• Comprehensive group benefit plan,
• Defined benefit pension plan,
• Generous time off entitlements including floater days, extended long weekends in the summer, personal days,
• The anticipated hiring range for this role is $55,000 to $65,000
• This is a full-time continuing position, based on 37.5 hours of work per week. This role is mainly in our Guelph office, with some limited potential for hybrid working arrangements following onboarding.
• A growing team with potential for future opportunities

Role Summary

The Executive Assistant and Board Liaison provides high-level administrative and governance support to the CEO and the Foundation’s volunteer Board of Directors. This role ensures seamless coordination of executive schedules, board meetings, and official records while maintaining confidentiality and accuracy. It also supports efficient gift processing and office operations, contributing to the Foundation’s mission to transform healthcare through giving. The ideal candidate is detail-oriented, proactive, and skilled at managing multiple priorities in a fast-paced environment.

Expected Job Outcomes

1. Assist the CEO and Foundation team

• Manage the CEO’s calendar, scheduling meetings and ensuring optimal time management
• Perform general office and administrative duties such as organizing team meetings, maintaining and organizing office admin needs, managing inventory of office supplies, and drafting correspondence
• Conduct monthly safety inspections and serve as part of the Joint Health and Safety Committee
• Maintain confidentiality and handle sensitive information with discretion
• Provide administrative and event support as required for the team

2. Support effective board governance

• Serve as the primary administrative contact for the volunteer Board of Directors
• Coordinate all aspects of board and committee meetings including preparing agendas and managing logistics
• Prepare and distribute board meeting materials, ensuring accuracy and timeliness
• Maintain official records, minutes, policies and other governance documents to ensure compliance
• Support board recruitment, orientation and ongoing governance best practices
• Engage the board in donor stewardship, such as coordinating regular board gratitude calls

3. Provide additional support for processing donations

• Provide ongoing accurate and timely gift processing support, under the direction of the Finance Manager
• Support the preparation and distribution of donor donation receipts
• Provide administrative support for monthly donors, including changes to payment details, missed payments, and upgrades/cancellations.
• Maintain and update donor contact records and preferences

Values

Integrity

We uphold trust and transparency in our stewardship of each gift we receive and dollar we spend. We are accountable to the highest standards of ethics, and respect the privacy of our donors.

Inclusivity

We value diversity and different perspectives. We strive to create an accessible, safe and

welcoming space for all.

Compassion

We treat everyone with kindness. We empathize with patients, their care partners and the Guelph General Hospital team.

Collaboration

We work as a team and with our donors, volunteers, hospital colleagues and other partners to make our community a stronger, healthier place for all. We match donor passion with impact.

Innovation

We welcome creativity and forward thinking. We believe that small improvements over time make a difference. We also embrace big ideas to strengthen our relationships with our donors and meet hospital needs.

Key Competencies

Attention to detail – ensures accuracy in documentation, meeting materials and governance records

Communication - written and verbal, with a clear, professional demeanor that reflects tact, compassion and inclusivity

Time management – ability to manage multiple priorities, schedules and deadlines with precision

Technical Proficiency – skilled in MS Office 365, virtual meeting platforms, and other platforms such as Raiser’s Edge and Board Effect

Discretion – handles sensitive information with the highest level of integrity

Governance Knowledge - understanding of board structures, bylaws and best practices or a willingness and aptitude for learning

Skills & Qualifications

Must-haves

• University degree in a relevant field preferred or an equivalent combination of training and experience
• 3-5 years of successful track record in an administrative support role or similar
• Attention to detail and the ability to balance priorities and track tasks
• Strong verbal and written communication skills
• Advanced computer literacy, and high level of proficiency in Raiser’s Edge (or other fundraising database), Outlook, Microsoft Office 365 and other tools as required
• Commitment to advancing equity, diversity and inclusion
• Passion for transforming healthcare through giving

Nice to have

• Experience in executive level support
• Knowledge of governance best practice and charitable regulations
• Familiarity with board management software, such as Board Effect, and import/export tools such as Importacular
• Experience in fundraising and/or non-profit, healthcare sector and knowledge of the Guelph community

Not everyone fits neatly into a box. We value the new perspectives and skills that divergent experience brings. If you have transferrable skills from other areas and feel you can make a meaningful contribution to our work, please apply.

The Organization

Our mission is to transform healthcare through giving. We are looking for candidates who are interested in growing with us in the years to come. Together with Guelph General Hospital, we seek to create a healthier community for everyone.

Donors are an essential part of a Hospital’s healthcare team. They give caregivers the tools they need to diagnose and treat injury and illness. That’s because patient care equipment is not covered by government funding. Donors fund all equipment used in the direct care of patients at Guelph General Hospital. They ensure our Hospital can keep pace with ongoing patient care equipment needs and invest in the latest patient care equipment and technology to continuously improve the quality and safety of care.

If you want to know more about us and our amazing team, check us out at: FGGH, FGGH Facebook, Linkedin

How to Apply

Please send a cover letter and resume in confidence to foundationjobs@gghorg.ca with a subject line referencing the job title. Applications will be reviewed on a rolling basis and are encouraged prior to December 23, 2025.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.

Interview Process

We are tentatively planning virtual interviews to take place the week of January 5, 2026, and in person interviews for short-listed candidates the week of January 12. The expected start date is February 9, 2026. We look forward to receiving and reviewing your application.

Our Commitments

The Foundation of Guelph General Hospital is dedicated to creating an inclusive and diverse work environment that values every individual's unique perspective, background, and abilities. We welcome applications from candidates from different backgrounds, expertise, personalities, talents, and ideas. We treat everyone with kindness and care for one another, making people feel welcome and free to be themselves. As we strive to create an accessible, safe and welcoming space for all, we are committed to providing reasonable accommodations for individuals with disabilities during recruitment.

As part of our commitment to the health and safety of patients, staff and our community from COVID-19, subject to any accommodation required by applicable human rights legislation, The Foundation of Guelph General Hospital requires that all staff have received all required doses of a COVID-19 vaccine approved by Health Canada prior to their start date.