Senior Governance Specialist and Executive Assistant – Mohawk Medbuy Corporation

About Mohawk Medbuy Corporation

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 delivers value-driven contracting and procurement solutions for medical/surgical supplies, pharmaceutical products, local sourcing, capital equipment, FF&E, and redevelopment, along with data analytics, in-hospital logistics, warehousing, technology, procure-to-pay, and accounts payable services.

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.

Headquartered in Burlington, Ontario, MMC also maintains offices in Toronto, Oakville, Thunder Bay, Kingston, Brantford, London, and Chatham, along with a distribution centre in Oakville. Learn more at www.mohawkmedbuy.ca.

The Role: Governance and Executive Support at the Highest Level

Mohawk Medbuy is seeking a Senior Governance Specialist and Executive Assistant to primarily support the President & CEO, alongside other members of the C-Suite.

Based at MMC’s Burlington Head Office and reporting to the Chief Marketing Officer, this role provides strategic, administrative, and governance support at the highest level of the organization and serves as a key liaison among the President and CEO, the Executive Leadership Team, and the Board of Directors.

The successful candidate will serve as the primary point of contact for the President and CEO, the CMO and Senior VP Strategy, the Chief Financial and Digital Officer (CFDO), and, from time to time, the Chief People Officer (CPO).

The role includes keeping them informed of upcoming commitments and deliverables and ensuring timely follow-up on outstanding matters.

Working independently, the individual will provide a wide range of administrative support, balance multiple priorities, exercise sound judgement, and handle confidential matters with discretion.

Key Responsibilities

Board Governance and Support

• Maintains MMC’s official governance records, including by-laws, minute books, board policies, terms of reference, work plans, resolutions, decisions, and Board actions, ensuring accurate documentation, retention, accessibility, and archiving.
• Supports governance compliance activities, including maintaining corporate records and coordinating annual governance filings and reporting requirements with the Ontario Business Registry and other regulators.
• Monitors governance trends, emerging practices, and regulatory developments across the healthcare, public sector, and not-for-profit sectors, identifying opportunities to improve governance processes, Board effectiveness, and compliance.
• Supports Board effectiveness initiatives, including director education and development, governance training, orientation and onboarding, and maintenance of Board succession planning records.
• Supports Board recruitment processes, including candidate tracking, interview coordination, governance-related documentation, and onboarding for newly elected or appointed Directors.
• Plans and coordinates meeting logistics for Board, Committee, AGM, Member, retreat, and strategic planning meetings, including venue arrangements, catering, audio-visual requirements, virtual meeting technology, and travel logistics.
• Prepares and administers governance meeting materials, including agendas, work plans, Board packages, presentations, and action item tracking, ensuring timely distribution in accordance with by-laws and governance practices.
• Attends Board and Standing Committee meetings to provide governance and administrative support, record proceedings, prepare meeting minutes, and maintain accurate records of decisions and follow-up actions.
• Maintains and administers the Board portal, ensuring governance materials, meeting documents, records, and reference resources are current, accurate, secure, and accessible.
• Provides administrative support to Board chairs, directors, committees, and executive leadership on governance matters, including travel arrangements, expense processing, and correspondence.

Senior Executive Assistant

• Anticipates needs, resolves issues independently where appropriate, exercises sound judgment in sensitive and confidential matters, and serves as a key point of contact for internal and external stakeholders.
• Provides confidential administrative and operational support to the Executive Leadership Team as needed.
• Prepares, reviews, and manages executive correspondence, briefings, reports, presentations, and other communications, drafting materials for senior leaders.
• Proactively manages the President and CEO’s calendar, including scheduling and prioritizing meetings, resolving conflicts, coordinating logistics, and ensuring timely follow-up on outstanding commitments.
• Coordinates Executive Leadership Team and governance-related meetings, including scheduling, agenda preparation, meeting package development, minute-taking, and follow-up.
• Provides executive administrative support, including preparing and administering membership agreements, arranging travel and itineraries, managing expenses, maintaining the contact database, and managing electronic records using SharePoint, OneDrive, and other organizational systems.
• Supports components of the Integrated Risk Management Program, including maintaining risk registers and related documentation.
• Builds and maintains effective working relationships across the organization and with external stakeholders, collaborating with departments such as Finance and Human Resources.

Leadership

• Coordinates and continuously improves Executive Office and Board support processes, tools, and templates to maintain operational efficiency.
• Manages sensitive information, records, and files (electronic and paper-based) in accordance with corporate policies and governance requirements.
• Supports special projects and strategic initiatives.
• Engages the Executive Assistant C-Level team in opportunities to improve processes and increase efficiency.
• Coordinates and supervises the orientation of new Executive Assistants, ensuring compliance with best practices.

The Ideal Candidate

You are a seasoned governance and executive support professional with:

• An Office Administration Diploma or a relevant Business Degree; a Governance Professionals of Canada (GPC) designation is highly advantageous.
• 10+ years of demonstrated experience supporting senior-level executives.
• A minimum of three years of recent experience providing administrative and governance support to a Board of Directors/Board Committees.
• Strong knowledge of corporate governance practices.
• Demonstrated leadership competencies, applying sound judgement in complex, ambiguous, and time-sensitive situations.
• High standards of ethics and confidentiality, with a proven ability to work independently with minimal direction.
• Excellent written, minute-taking, and transcription skills.
• Ability to work within constrained timelines and multitask, delivering results with minimal overtime, with some overtime during key periods (e.g., AGM).
• Excellent interpersonal, organizational, and verbal and written communication skills.
• Strong proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, SharePoint, OneDrive, and AI).

Working Environment

• Based at MMC’s Burlington Head Office, on-site five (5) days per week.
• Ability to travel to other Mohawk Medbuy offices as required.
• As a condition of employment, proof of full COVID-19 vaccination must be submitted to Human Resources.

Compensation and Benefits

• Competitive salary of $82,921-$112,000.
• A comprehensive extended health and dental plan available from day one for you and your family.
• Robust income protection, including Group Life Insurance, Accidental Death and Dismemberment, and Long-Term Disability Coverage.
• $500 annual Health Care Spending Account.
• 126% HOOPP pension contribution.
• Generous time off policy, including a combination of vacation and float days.
• Employee discounts through Perkopolis.

How to Apply

To express interest in this opportunity, please submit your resume and cover letter in confidence to:
Kely Cline, Executive Search Consultant
E: kcline@feldmandaxon.com

This job posting is for an existing position with Mohawk Medbuy Corporation.

We do not use artificial intelligence (AI) tools to screen, assess, or select applicants at any stage of the hiring process.

All applications will be reviewed and evaluated by the Feldman Daxon team.