Board Liaison

ProFound Talent Inc.; Edmonton; Hybrid; CAD 65,000 - 95,000; Full time

Benefits offered by this job

Hybrid work environment

Job summary

University Hospital Foundation is seeking an experienced administrative professional to support the Office of the President, Board of Trustees and committees. The role acts as Board Secretary, oversees board operations, and ensures confidentiality while collaborating on governance, policy, and executive communications.

You will manage office operations, board budgets, retreats, and onboarding, with hybrid work in Edmonton.

Qualifications

• Minimum 5 years’ experience in a senior administrative position.
• Knowledge of board governance and the distinction between governance and operations.
• Experience supporting multiple executives and/or board members.
• Advanced knowledge of Microsoft Office (Word, Excel, Outlook, PowerPoint).

Responsibilities

• Serve as custodian of record for official Board documents and manage document control.
• Coordinate administrative support for Board and committees, including attendance and logistics.
• Take minutes, track actions, and liaise with leadership and stakeholders to meet deadlines.
• Maintain Board and committee communications, updates, and onboarding materials.
• Manage Board budget, vendor contracts, and event planning, including Alumni Dinner.
• Provide back-up executive support to the President’s Office and assist with governance processes.

Skills

Board governance

Executive support

Confidentiality

Project management

Document management

Stakeholder liaison

Education

Post-secondary degree in Business Administration or EA

Tools

Microsoft Office

Raiser’s Edge

Diligent Board Portal

Job description

THE ORGANIZATION

Since 1962, the University Hospital Foundation (UHF) has been a catalyst for health innovation and impact across Alberta and beyond. Established to advance patient care, research, and education at the University of Alberta Hospital, UHF has grown into one of Canada’s most respected hospital foundations. The Foundation proudly supports the University of Alberta Hospital, the Mazankowski Alberta Heart Institute, and the Kaye Edmonton Clinic, fueling medical breakthroughs, transformative treatments, and compassionate care that improve countless lives.

UHF exists to bridge community generosity with world-class healthcare and research. Through its bold Ignite 2030 strategic plan, the Foundation is reimagining how philanthropy can shape the future of health. This ten-year roadmap focuses on four strategic imperatives—Partnership Impact, Thought Leadership, Revenue Generation, and Health Ecosystem Leadership, positioning UHF to drive innovation, strengthen collaboration, and create measurable impact across the healthcare landscape.

The Foundation’s culture is defined by courage, collaboration, and integrity. Recognized as a High Performer by the Association for Healthcare Philanthropy and accredited by Imagine Canada, UHF operates with professionalism, transparency, and an unwavering commitment to excellence. Joining the University Hospital Foundation means becoming part of a purpose-driven, high-impact organization where leadership, innovation, and compassion converge to create lasting change in healthcare.

Our purpose

Our purpose is to continuously seek, inspire and lead bold solutions to seemingly insurmountable challenges and ignite new discoveries in health.

Our values

• We respect our partners – those who support the Foundation, and those who work with us and for us.
• We are trusted stewards of community members’ generous donations.
• We are persistent advocates for health and better health outcomes.
• We are brave and courageous, willing to be disruptive, ask bold questions, and seek innovative solutions.
• We respect and value diversity of thought, ideas, cultures and contributions.

For more information on the University Hospital Foundation, visit: https://givetouhf.ca.

THE OPPORTUNITY

Reporting to the President & CEO of the University Hospital Foundation, you are an experienced administrative professional responsible for providing support to the Office of the President, Board of Trustees and associated Board committees.

Your primary role will be developing administrative processes and systems and overseeing the day‑to‑day operations of the Board of Directors (the Board). You will act as the Board Secretary and serve as a primary contact person and administrator for matters of the Board and associated committees. You will also support work in the Office of the President & CEO, and may make recommendations on policy changes as required, and are responsible for maintaining the highest level of confidentiality.

In collaboration with the President and their Executive Assistant, you will provide a range of services in office management, budget administration related to the Board, Board committee support, project management, analysis, retreat preparation and stakeholder liaising.

RESPONSIBILITIES

Board Governance & Administration

• Serve as custodian of record for official Board documents by ensuring proper document control and document management, electronic filing system, automation of Board processes and workflow and Board member summaries, financial reconciliation and funds reallocation.
• Coordinate and provide administrative support for the Board as well as the Board Committees including attendance tracking, room bookings, AV set up, catering, meeting packages.
• Coordinate timelines, continuous follow‑up, minute taking, and action tracking, work/follow up with the Executive Leadership Team, stakeholders, UHF employees and the President for deliverables, working to tight timelines, working outside normal working hours when necessary.
• Ensure accurate and timely status updates on the reports to the Board, working closely with the Executive Leadership Team and Office of the President.
• Maintain, as needed, both mailing and public relations lists of Board, Emeritus and committees including website and Board Portal updates.
• Prepare and maintain Board orientation materials and coordinate all onboarding activities for new and prospective Board members, including scheduling orientation sessions, managing ID and parking (including renewals), producing orientation manuals, and arranging Board photos and tours.
• Coordinate the Board of Trustee Evaluation (including a skills matrix and self‑evaluation process).
• Ensure the Board of Trustee adheres to its obligations under the governance framework (i.e. Imagine Canada).
• Calendar management for Board members including informing, confirming availability and circulating calendar invitations to Trustees for meetings and events. Being the main touchpoint for Trustees and events, working with UHF’s event team to coordinate RSVP’s, invites, Trustee information, etc.
• Work on Annual Report to the Board including working with the Executive Leadership Team for deliverables and content, scheduling timelines, scheduling President’s time for input and review, tracking and saving input from Executive Leadership Team, attending and minuting, planning meetings, printing & binding reports for AGM.
• New Committee/Ad hoc Working Group implementation and organization (i.e. – DEI working group, cybersecurity working group, etc.).
• In‑depth governance work and diligence surrounding policies and procedures, Terms of Reference development, editing and adherence, and enforcement of proper board procedure and governance.
• Review and analyze reports, studies and position papers and prepare briefing notes and recommendations for the President.
• Ensure the Board of Trustees are kept up to date on relevant media releases and emerging issues.
• Administer and monitor the Board of Trustees budget and oversee the annual Board Alumni Dinner.
• Negotiate with vendors and contract management in relation to board activities.
• Any other duties commensurate with this position as required, for which the post holder has the necessary experience and/ or training.

Executive Support

• Coordinate Executive Leadership Team meetings and retreats; provide backup executive assistant support to the President’s Office, including prioritizing requests and managing expenses and reconciliations when required.
• Serve as a key liaison between the President and internal/external stakeholders (Executive Leadership, employees, clinicians, AHS staff, donors, and Trustees), fostering strong cross‑functional relationships.
• Lead high‑quality business writing and document preparation, including correspondence, briefing notes, reports, proposals, and presentations.
• Oversee administrative coordination and operational effectiveness within the President’s Office, contributing to planning, process improvements, and major initiatives (e.g., Annual Report).
• Collaborate with the Executive Assistant to strengthen administrative communications, alignment, and efficiencies, contributing to continuous improvement within the President’s Office.
• Provide on‑call support during evenings and weekends to address urgent inquiries and time‑sensitive matters when required.
• Act as the Foundation’s Privacy Officer, managing inquiries and reporting requirements, and providing on‑call support for urgent matters during evenings and weekends as needed.

FIRST YEAR – MEASURES OF SUCCESS

• Establish and sustain trusted, high‑impact relationships with Board members, ensuring open communication, credibility, and effective engagement.
• Demonstrate a comprehensive understanding of Board governance, including committee structures, meeting cadence, fiduciary responsibilities, and decision‑making processes, with deep alignment to UFH’s Ignite 2030 Strategic Plan.
• Develop a strong command of the not‑for‑profit operating environment, leveraging sector knowledge to align organizational strategy, governance, and service delivery with mission and community impact.

THE INDIVIDUAL

Given the pivotal role this individual will be expected to play in achieving the strategic objectives of UHF and in supporting the success of the organization, it is essential that the successful candidate possess the following core competencies, experience, and attributes:

Education

• Post‑secondary degree or diploma in Business Administration or Executive Assistant Administration Program.

Experience

• Minimum 5 years’ experience in a senior‑level administrative position.
• Knowledge of the tenants of board governance and specifically the difference between governance and operations.
• Experience supporting multiple Executive leaders and/or Board members.
• Advanced knowledge of Microsoft Office, including Word, Excel, Outlook, and PowerPoint.

Competencies and Knowledge

• Working knowledge of CRA standards related to charitable receipting (tax‑deductible, split, and business receipts).
• Experience with Raiser’s Edge for gift processing, donor records, appeals, funds, and donor inquiries is considered an asset.
• Familiarity with Diligent Board Portal is considered an asset.
• Highly professional and effective in fast‑paced, deadline‑driven environments.
• Exceptional written and verbal communication skills, including advanced business writing.
• Strong analytical skills with the ability to distill complex information into clear, actionable messages.
• Demonstrated ability to handle highly confidential information with discretion and integrity.
• Highly organized, detail‑oriented, and accurate, with the ability to manage multiple competing priorities.
• Proactive, flexible problem‑solver who anticipates needs, responds to urgent issues, and adapts quickly to change.
• Self‑directed and initiative‑driven, with the ability to independently launch, track, and complete projects amid frequent interruptions.
• Logical, discerning thinker with a strong stakeholder focus and commitment to philanthropy.

COMPENSATION

An excellent compensation package awaits the successful candidate.

LOCATION

Edmonton, Alberta.

WORK ENVIRONMENT

Hybrid work environment. Minimum 2 days per week in office at University Hospital Foundation.

EQUAL OPPORTUNITY

ProFound Talent is a woman owned and operated business, recognized and certified by Women Business Enterprise (WBE). We pride ourselves in supporting equity, diversity, and inclusion initiatives in our recruitment processes and in our work environment, where every individual feels valued and respected. We welcome applications from all qualified individuals to which you may confidentially share your accommodation needs at time of application. We will adjust our processes to ensure you have an inclusive, fair, and respectful experience that allows you to represent yourself in your unique and most authentic way.

* We thank all applicants for your submissions, however only candidates being considered for this role will be contacted. *