Executive Coordinator
About The Position
The Executive Coordinator provides senior level administrative, coordination and advisory support to the Chief Executive Officer (CEO) and Leadership Team. This role goes beyond traditional administrative assistance and is responsible for proactively coordinating executive priorities, governance activities and corporate processes to ensure the effective and efficient operation of the Agency. Reporting directly to the Executive Director of Corporate Services, the Executive Coordinator exercises discretion, independent judgment and initiative while managing complex schedules, coordinating Board and executive activities and supporting corporate operations across the Agency.
Requirements
- Completion of formal post-secondary education in business or office administration
- 3-5 years working in an executive assistant position
- A combination of education and experience will be considered
- Proficient in the use of Microsoft office products
- Strong written and verbal skills; strong interpersonal and organizational skills
- Ability to work independently and is a self-starter able to predict the needs of the individuals being supported.
- Ability to foster a collaborative work environment
- Exhibit professionalism, discretion and sound judgment in managing sensitive information.
- Demonstrate strong organizational and time management skills with the ability to balance multiple priorities.
- Be collaborative, dependable and committed to supporting the Agency’s mission and values.
Responsibilities
- Coordinate all Board of Directors activities, including meeting logistics, agenda development, briefing materials, Board reports, minute taking, and tracking and follow-up of action items.
- Serve as a primary liaison between the CEO, Board members, Leadership Team, and external stakeholders on administrative and governance matters.
- Anticipate executive and governance requirements and proactively prepare materials and information to support decision-making.
- Manage complex and competing calendars, priorities, and travel arrangements for the CEO and Leadership Team.
- Coordinate executive correspondence, briefing notes, presentations, and reports, ensuring accuracy, consistency, and professional quality.
- Establish, maintain, and continuously improve executive and corporate administrative systems, processes, and filing structures.
- Ensure confidentiality and appropriate handling of sensitive and privileged information.
- Coordinate travel arrangements and prepare expense claims for the CEO and Leadership Team in accordance with applicable policies and procedures.
- Prepare purchase approvals, code invoices, and support financial tracking and reconciliation activities.
- Compile and verify documentation for corporate credit card reconciliations and administrative expenditures.
- Provide oversight to all other Administrative positions.
- Other duties as assigned.
Benefits
- Comprehensive benefits package, including pension, health, and dental.
- Opportunities for growth, learning, and professional development.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
