Job Description:
Help shape the future of healthcare. At RVH, we’re dedicated to delivering world-class care, right here at home. Join a team transforming patient care through innovation, collaboration, and a community-driven vision — Vitally You. Here, you’ll make a tangible impact, advance your career, and contribute to a culture that’s evolving to make life better for all.
Position Summary:
This position plays a critical role as a trusted partner to the Royal Victoria Regional Health Centre Board of Directors and the Strategy and Governance Office, providing high-level administrative support across strategic and governance related activities, while ensuring the effective functioning of governance processes and enabling strategic priorities through proactive coordination, informed decision-making, and executive support.
The Senior Administrative Professional, Strategy and Governance will report to the Director of Strategy and Governance (“Director”), with a direct working relationship supporting the President & CEO.
This position collaborates closely with the President & Chief Executive Officer (CEO), members of the Senior Leadership Team (SLT), Director, Board members, and key partners to support the effective functioning of the Board and advance initiatives led by the Strategy and Governance Office, within a complex and fast-paced environment. The role acts as an extension of leadership activities by managing competing priorities, preparing materials in advance, and tracking follow-ups to ensure leadership is well-prepared for decision-making and governance activities. It also fosters alignment and coordination across Board and Strategy functions, while building strong, supportive relationships with Board Members to facilitate engagement, trust, and effective governance.
Key Responsibilities
Board Meeting Coordination:
- Support planning, lead coordination and execution of all Board and Committee meetings.
- Attend board and committee meetings to record accurate minutes, key decisions and strategic discussions, adhering to the requirements set forth by Ontario hospital bylaws.
- Prepare and distribute Board and Committee agendas, materials, and presentations in a timely manner, supporting the development of board packages and ensuring compliance with Ontario hospital bylaws.
- Maintain the Board portal, ensuring materials are accurate, up to date, and accessible to Board members in a timely manner.
- Track and actively follow-up on action items, ensuring timely completion and accountability across responsible parties for Board and Board committees.
Board Governance Support:
- Oversee and coordinate Board member onboarding, orientation, and offboarding processes, ensuring timely preparation of materials and full alignment with Ontario hospital bylaws.
- Maintain strict confidentiality and exercise discretion in handling sensitive information, ensuring compliance with privacy and organizational policies.
- Manage and maintain governance records, including Board member databases, committee assignments, and documentation.
- Support the development and preparation of materials for Board training sessions and workshops.
- Support preparations for the annual Board Advance, the Annual General Meeting/Report and other meetings or activities as directed by the Board Chair, President & CEO and/or Director.
- Coordinate governance-related events and activities.
- Support the coordination of briefing notes and background materials and lead preparation of meeting summaries and reports for leadership decision-making.
- Proactively identify emerging issues or risks and escalate appropriately.
- As directed, communicates directly, and on behalf of the President and CEO, with Board members, the management team, external partners and others on matters related to Board Governance.
- Organize catering and related logistics for Board and Committee meetings and retreats, including set-up and take down.
Compliance and Reporting:
- Monitor and maintain awareness of governance-related legislation, regulations, and best practices, ensuring processes remain compliant and up to date.
- Coordinate governance-related filings and corporate record updates, including maintaining information within the Ontario Business Registry (OBR), supporting annual corporate return submissions, and contributing to the management of corporate profile documentation.
Documentation and Records Management:
- Maintain an organized and easily accessible records management system for all governance-related documents, including board minutes, bylaws, policies, and charters, as specified in Ontario hospital bylaws.
Strategy Office Support:
- Lead the planning and coordination of Strategy Office meetings and appointments, proactively solicits agenda items for meetings, recording and maintaining of minutes, ensuring alignment with organizational priorities and timelines.
- Support in the preparation and distribution of strategy-related materials, including packages, presentations, and reports for a variety of audiences, ensuring materials are provided in a timely manner to support effective review and preparation.
- Oversee the ongoing management and maintenance of a centralized SharePoint repository for strategy-related documents, ensuring accuracy, version control, and accessibility.
- Track, monitor, and produce reports on Strategy and Governance initiatives and action items, ensuring alignment with organizational goals and supporting timely execution.
- Lead the organization and maintenance of strategy-related documents and records, ensuring a structured, accurate, and accessible filing system for strategic plans, reports, and materials.
- Support ongoing continuous improvement initiatives related to administrative processes, contributing to increased efficiency and effectiveness within the office.
- Support the development of strategic materials, reports, and presentations for leadership and Board review.
- Coordinate departmental financial processes, including preparation and tracking of invoices, billing and payment activities, preparing monthly expense reports and reconciliation of expenditures.
- Act as a backup support for calendar and scheduling coordination, as required.
What We’re Looking For
Education:
- Secondary School Diploma or equivalent.
- Post-Secondary Diploma in Office Administration or Executive Administration is an asset.
Experience:
- Minimum of three years of administrative experience.
- Experience supporting senior leadership and/or Board governance functions in a healthcare, not-for-profit or government environment at the corporate level is strongly preferred.
- Experience supporting hospital board governance is preferred.
Competencies
Communication & Interpersonal Skills:
- Excellent written and verbal communication skills, including experience preparing executive-level correspondence, briefing notes, memos, presentations, and reports.
- Ability to work collaboratively to build successful relationships with diverse teams and partners.
- Excellent interpersonal and communication skills, with the ability to liaise effectively and in a timely manner with Board members, hospital leadership, and external partners.
- Ability to navigate complex organizational and governance environments with sound judgment, discretion, and professionalism.
- Demonstrated ability to collect, analyze, and effectively communicate data.
Organization and Time Management:
- Strong organizational and project management skills, with the ability to manage competing priorities in a fast-paced environment.
- Exceptional attention to detail and ability to maintain confidentiality.
- Ability to stay ahead of priorities by preparing materials in advance, following up on outstanding items, and ensuring leadership is well-prepared for meetings and decisions.
- Maintains a growth mindset by continuously developing knowledge and skills, while remaining adaptable and effective amid ambiguity, change, and competing priorities.
Technical Proficiency:
- Highly developed computer skills, including demonstrated experience using a wide range of software applications and electronic administrative systems to produce correspondence, reports, and other materials.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, MS Teams), Adobe Acrobat, and the ability to adapt to change and learn new applications.
- Proficiency in Microsoft SharePoint, including updating resources, links, site design, and content organization.
- Ability to coordinate meeting logistics, including setup of meeting rooms, audio-visual equipment, videoconferencing tools, and troubleshooting technical issues to ensure effective meeting delivery.
Administrative Capabilities:
- Broad experience supporting administrative activities related to governance and strategic planning and implementation.
- Ability to manage the ongoing maintenance of efficient administrative and document management systems and processes for the office.
- Demonstrated critical thinking and problem-solving skills applied in complex environments.
Additional Assets:
- Knowledge of healthcare regulatory requirements and governance best practices, particularly those applicable to Ontario hospitals, is an asset.
- Demonstrated knowledge of current trends, developments, and regulations in the healthcare and public sectors, as well as governance and management best practices (e.g., OHA Guide to Good Governance), is an asset.
The successful incumbent must be able to work flexible hours outside the regular workday, as needed.
Internal candidates who possess the qualification, skills and experience required for this position are encouraged to apply.
As part of our selection process, shortlisted candidates will be invited to complete an in-person assessment designed to evaluate key technical and administrative competencies relevant to the role.
