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Acclaim Health

Executive Assistant

Oakville, ON, L6L 5M2, Canada

Pay: Starting salary range: $53,839.50 - $58,929.00
Job type: Full-time
Posting language: English
Posted: Oct 1, 2026

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Original job description

Acclaim Health is a registered charity with over 700 employees that helps over 30,000 people each year. We are Halton’s most trusted home care and community support services provider – and have been for over 95 years. We have a proud and long tradition of providing home and community care to families across the region.

At Acclaim Health we pride ourselves on creating good in the world by giving back to our community, and through a culture of caring, for our patients, clients and our colleagues. We offer our colleagues flexibility, recognition, benefits, a supportive learning culture, and an expectation of high standards, all while having fun!

We are currently looking for an experienced Executive Assistant to the Chief Executive Officer to join our team. This role is an integral member of our team and focuses on operational excellence and administrative support primarily to the CEO and Board of Directors. This position is based at our Oakville head office and may include a combination of virtual and in-office work. This is a permanent full-time position with generous vacation, full benefits, and company-matched pension plan.

Reporting to the CEO, this position demands the utmost discretion and a high level of confidentiality and professionalism. You are an enthusiastic professional with experience supporting senior executives and a not-for-profit Board of Directors. It is essential to be an effective communicator, organized, and able to work independently and collaboratively with a proactive approach. You must flexible to attend board meetings outside of normal working hours.

PRIMARY FUNCTIONS:

Organizes, coordinates and maintains the daily itinerary and materials for the CEO
Assists in the preparation of the monthly board and committee meeting agendas.
Manages the BoardWorks platform. Coordinates and posts to Boardworks the monthly Board package in an accurate and timely manner.
Ensures BoardWorks is up to date re: governance materials
Ensures meeting rooms/virtual hardware are prepared for CEO and Board-related meetings
Records and transcribes minutes of Board and Board Committee meetings and follows up as directed.
Maintains official records of Board and Board Committee meetings and other documents ensuring confidentiality and retention according to policy.
Maintains the Board and Board Committee annual workplan and coordinates the attendance of internal and external partners
Organizes and coordinates the Annual General Meeting, special meetings, courses/conferences, and travel arrangements on behalf of the CEO, Directors and Board of Directors.
Ensures the Ontario Business, Board and Officer registries are maintained, updated and notifications completed as required.
Ensures insurance documents are up to date and obtains insurance certificates as required
Ensures all requirements for trademark and incorporation are maintained.
Oversees contract file management
Manages off-site business records
Arranges for courier service
Participates effectively on internal committees
Maintains a high level of confidentiality

QUALIFICATIONS & EDUCATION:

Administrative assistant certificate from a recognized institution or equivalent with experience.

EXPERIENCE & SKILLS:

Minimum 3 to 5 years’ office administration at an Executive Assistant level or comparable.
Previous experience supporting a not-for-profit Board of Directors required.
Experience working with highly confidential information.
Knowledge and understanding of governance rules and procedures.
Strong communication and interpersonal skills.
Working knowledge of Microsoft Word, Excel and Outlook.
Excellent organizational and time management skills.
Demonstrated ability to work independently and collaboratively as a team member.
Valid Ontario driver’s license, use of vehicle and insurance per the Acclaim Health policy.
Flexibility to attend board meetings outside of normal working hours.

Starting salary range: $53,839.50 - $58,929.00

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More about this job

Responsibilities

The Executive Assistant provides operational and administrative support to the CEO and Board of Directors, including managing itineraries and board meeting materials. They are responsible for maintaining governance records, coordinating meetings, and ensuring compliance with corporate registries.

Requirements

Candidates must have an administrative assistant certificate or equivalent and 3 to 5 years of executive-level administrative experience. Previous experience supporting a not-for-profit Board of Directors and proficiency in Microsoft Office are required.

Skills

Executive support
Board governance
Minute taking
Administrative support
Time management
Organizational skills
Communication skills
Microsoft Word
Microsoft Excel
Microsoft Outlook
Confidentiality
Professionalism
Record keeping
Event coordination
BoardWorks platform

Benefits

Generous vacation
Full benefits
Company-matched pension plan

Visa sponsorship

Not detected in the job text

Keywords

Executive Assistant
Not-for-profit
Board of Directors
Governance
Administrative Assistant
Office Administration
BoardWorks
Operational Excellence
Confidentiality
Record Management
Annual General Meeting
Ontario Business Registry
Insurance Certificates
Contract Management
Microsoft Word
Microsoft Excel
Microsoft Outlook
Time Management
Communication
Interpersonal Skills

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