Executive Assistant – Not for Profit, Long Term Care & Community Services

Location:Pembroke, Ontario

Maxwell Management Group Ltd. is proud to partner with Marianhill Inc. in the search for an Executive Assistant.

About our Client:

Marianhill Inc. is a fully accredited not-for-profit organization that provides long-term care, complex continuing care, palliative care and community services. Marianhill has a dynamic, progressive presence in the Ottawa valley, supporting seniors through diverse innovative services and programs.

Inspired by the healing ministry of Jesus Christ and the life of St Marguerite d’Youville, Marianhill provides love and compassionate care in the Catholic tradition to older adults in their homes, the community and Marianhill.

Marianhill’s values include:

  • Hospitality – invites us to create an environment marked by openness, warmth and acceptance for all.
  • Spirituality – calls us to nurture the body mind and soul of each other and those we serve.
  • Integrity – invites us to a life of honesty, respect and justice.
  • Dignity – requires us to honour the sacredness of life.
  • Excellence – challenges us to be innovative and accountable leaders in the care and services we provide.

Position Summary:

The Executive Assistant supports the Chief Executive Officer, Board of Directors and the Corporation. Such duties are performed in accordance with Marianhill’s Mission Statement, established policies and procedures and current legislation and in a manner which respects the uniqueness, dignity, worth, self-respect, self-determination and autonomy of the client and promotes maximum independence.


  • Provide confidential secretarial and administrative and support for the Chief Executive Officer (CEO)
  • Provide logistical support to the CEO regarding meetings, functions, conferences and events that he/she may attend or arrange
  • Support the Management Team, Senior Leadership, and internal committees as required
  • Organize all documentation as per retention and storage policies
  • Attend to the timely, appropriate production and dissemination of all information required by the Board of Directors and all Committees to ensure groups are well-informed and meetings are well-planned for maximum participation
  • Be first point of contact for all Board and Committee members regarding routine inquiries
  • Attend to the timely production of minutes and meeting packages
  • Attend to all logistical requirements regarding the arrangement of meetings including: organization and management of all information distributed; preparation and distribution of the minutes
  • Act as recording secretary supporting Management Team and Senior Leadership Team during Labour/Management meetings, Resident/Family Council meetings, Board meetings etc.
  • Coordinate with CEO to ensure timely distribution of media/internal communications to Board and Committee members
  • Keep Board and Committee Manuals up-to-date
  • Organize and attend to all aspects of the Annual General Meeting
  • Assist in the design and implementation of the Board Retreats, package development/material development, event logistics
  • Catalogues and maintains a library of in-house resource material for Board of Directors reference.


  • Successful completion of post-secondary secretarial or business training required
  • Minimum five (5) years executive level clerical experience required
  • Expert in the use of all corporate productivity tools including Microsoft Office (Excel, Word, PowerPoint, Publisher and Outlook) as well as Google Chrome
  • Excellent organizational skills and demonstrated ability to prioritize multiple and changing demands
  • Excellent interpersonal skills and ability to interact effectively with all levels of the organization / members of the public; experience dealing with volunteer leadership and senior executives
  • Demonstrated ability to work independently, take initiative and use sound judgement
  • Ability to work effectively on a variety of priority projects with competing deadlines with a high degree of accuracy
  • Oral and written proficiency in French is considered an asset


  • A competitive compensation package including benefits, has been developed to attract a dynamic person.

Please apply in confidence to:

Chris Hepburn
Maxwell Management Group Ltd.
1-855.305.4078 ext. 207

Leaders Helping Leaders … We Welcome Your Valued Referrals! 

If this opportunity is not a fit for your background and experience please feel free to forward to any interested colleagues

We invite interested candidates to submit their resume in confidence. While we appreciate the interest of all applicants, we will contact only those selected for interviews.

If you are an applicant with disabilities and require accommodations, please let us know at the time of our contact so that we may arrange for their provision.


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