Coordinator, Executive Services

Somerset West Community Health Centre•Ottawa, ON

2d•CA$68,232 - CA$82,337•Onsite

About The Position

The Governance and Executive Services team supports the CEO, Board of Directors, and Senior Leadership Team. They coordinate governance activities, leadership meetings, organizational communications, and key administrative processes. As the Coordinator, Executive Services, you will play a central role in keeping executive and governance work organized, accurate, and moving forward. You will coordinate meetings, prepare materials, maintain records, support communications, assist with events, and manage confidential information with professionalism and care.

Requirements

College‑level coursework in a relevant field.
At least four years of related experience.
An equivalent combination of education and experience will be considered.
Providing senior administrative support to executives, Boards, committees, or governance teams.
Coordinating meetings and preparing agendas, minutes, briefing materials, and reports.
Supporting Board or committee processes and maintaining governance records.
Handling confidential information with discretion.
Coordinating event logistics (e.g., catering, room setup, AV needs).
Supporting communications activities such as reports, website updates, or social media.
Coordinating projects, tracking timelines, and following up on action items.
Maintaining filing systems, records, and administrative tools.
Excellent written and verbal English communication skills.
Strong organizational and time‑management skills, with the ability to manage multiple priorities and meet deadlines.
Excellent attention to detail, proofreading, and editing skills.
Sound judgment, initiative, and the ability to work within established policies and procedures.
A high level of discretion when handling confidential or sensitive information.
Strong interpersonal skills and the ability to build positive working relationships.
Clear written and verbal communication skills.
Proficiency with Microsoft Office, and AI tools.
Knowledge of office systems, procedures, and standard equipment.
The ability to work independently and follow up with minimal direction.
Flexibility and adaptability in a changing work environment.
Openness to feedback and continuous learning.
A collaborative, respectful, and professional work style.

Nice To Haves

French is an asset.

Responsibilities

Provide senior administrative and coordination support to the CEO, Board, committees, and senior leadership.
Coordinate meetings, including agendas, materials, logistics, minutes, and follow‑up items.
Support governance processes such as Board records, corporate documents, orientation materials, recruitment, onboarding, and special events.
Prepare, edit, and organize correspondence, reports, briefing notes, and other documents.
Maintain filing systems, records, tracking tools, and confidential information.
Act as a liaison between staff, leadership, Board members, and external partners.
Coordinate organizational events such as the Annual General Meeting, Open House, and Board education sessions.
Track project timelines and deliverables to support governance and executive initiatives.
Support basic financial administration, including petty cash, budget lines, and monthly Visa statements.
Contribute to a respectful, well‑organized, and professional office environment.