C - Executive Coordinator

Children Believe Fund • Markham, ON

1d • CA$58,000 - CA$70,000 • Hybrid

About The Position

The Executive Coordinator provides executive-level administrative support to the Chief Executive Officer (CEO) in driving Children Believe success and making a meaningful difference in the lives of our children, acts as the CEO’s primary coordinator and liaison for external relations. The Executive Coordinator assumes responsibility for filtering and coordination of projects; responds to requests; and collaborates on communications and public relations activities and initiatives. The position serves as a liaison to the Board of Directors and Executive Leadership teams, and is responsible for organizing the logistics for the quarterly Board Meetings and the Annual General Meeting. In this multifunctional position, the Executive Coordinator will play a critical role in supporting the CEO's productivity, efficiency, and effectiveness. This position will be entrusted with a wide range of responsibilities, including:

Executive Support:
Communicate directly, and on behalf of the CEO with members of the Global Leadership Team (GLT), donors, staff, and others, on matters related to their programmatic initiatives;
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response;
Support CEO with ChildFund Alliance (CFA) ongoing activities and the bi-annual CEO forum;
Coordinate and report on the CFA Annual Data Collection report;
Responsible for annual membership/accreditation i.e. CCCC, BBB, OCIC, CCIC, CHS Alliance;
Primary support to the CEO e.g. calendar management, expenses, meeting set-up and coordination, budget support, prepare correspondence, create reports/presentations, and general administrative and project management support etc.;
Arrange sometimes complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings;
Review requests prior to CEO approval e.g. signing of cheques, wire transfers, business cases;
Process expenditures in Intacct for CEO Office, Programs and Policy (P&P) and Board Members;
Support to the P&P Directors i.e. international travel arrangements;
Coordinate events, workshops, etc., as required.
Manage the WeBelieve intranet site maintenance for CEO office.

Board Support and Liaison:
Serve as the CEO’s administrative liaison to Children Believe’s Board of Directors;
Assist with the preparation and organization of Board Nomination, Governance and HR Committee meetings including the scheduling of meetings, preparation of agendas, sharing of documents, attending meetings, and recording and sharing of minutes.
Coordinate the quarterly Board Meetings agendas, annual AGM, Members of the Corporation; , prepare supporting documents, meeting logistics, record and maintain Board and Board Committee minutes
Coordinate new Board Member orientation and Board trips.

Executive Team Liaison:
Participate as an adjunct member of the Executive Team including assisting in scheduling meetings, minute taking and attending all meetings;
Assist in coordinating off-sites, and all-staff meetings;
Support cross-divisional coordination of travel and outreach plans as required.

Legal Support:
Coordinate legal processes for establishing new country offices, including registration, document legalization, authentication, and submission to government authorities to ensure compliance with regulatory requirements.
Support organizational legal matters by facilitating required approvals, liaising with legal counsel and relevant authorities, and coordinating trademark and intellectual property registrations and renewals.
Lead the annual provincial filings (BC, AB, MB, QC) with lawyers.

Communication and Stakeholder Outreach:
Ensure that the CEO’s bio is kept updated and responds to requests for materials regarding the CEO and the organization in general;
Edit and completes first drafts for written communications to external stake holders as required;
Work with the Executive Team in coordinating the CEO's outreach activities and strategic initiatives;
Follow up on contacts made by the CEO and supports the cultivation of ongoing relationships;
Edit all, and creates acknowledgement letters from the CEO to donors.
Enhance the CEO’s internal communications and relationship with staff by identifying and executing new ways of connecting with staff from all countries, including coffee chats, town halls, or other formats

Other:
Comply with all Children Believe policy and procedures;
Other related duties as assigned

Requirements

• Relevant post-secondary degree/diploma.
• Minimum of 5 years of demonstrated experience providing executive level strategic and administrative support.
• Knowledge and/or interest of governance processes with experience interacting with a volunteer Board of Directors.
• Strong organization and time management skills; ability to perform and prioritize multiple tasks with excellent attention to detail.
• Flexible to changing demands and priorities.
• High level of analytics and research.
• Strong proficiency with MS Office Suite, internet research; ability to learn customized software programs.
• Ability to set up PC based audio/visual systems, online or teleconference meetings.
• Strong verbal and written communication skills with proven ability to prepare executive level communications and reports; ability to effectively present and execute on innovative ideas.
• Strong interpersonal skills, including maturity, diplomacy and ability to create and maintain positive relationships.
• Financial tracking of CEO office expenditures.
• Excellent analytical skills; ability to quickly aggregate and analyze information.
• Strong sense of accountability, integrity and ability to handle highly visible responsibilities.
• Demonstrated ability to use discretion in dealing with highly sensitive and confidential issues.
• Able to handle stressful situations with measured calmness and decisiveness.
• Valid driver’s license and occasional availability of own vehicle for business use.
• A demonstrated commitment to Children Believe’s Vision, Mission and Values.

Nice To Haves

• Knowledge, experience and/or interest of international development is an asset.
• Ability to speak and/or write in either French or Spanish will be considered an asset.

Responsibilities

• Provide executive-level administrative support to the CEO.
• Act as the CEO’s primary coordinator and liaison for external relations.
• Filter and coordinate projects, respond to requests, and collaborate on communications and public relations activities.
• Serve as a liaison to the Board of Directors and Executive Leadership teams.
• Organize logistics for quarterly Board Meetings and the Annual General Meeting.
• Manage CEO's calendar, expenses, meeting set-up, budget support, correspondence, reports, and presentations.
• Arrange travel plans, itineraries, and agendas.
• Review requests prior to CEO approval (e.g., signing of cheques, wire transfers, business cases).
• Process expenditures in Intacct for CEO Office, Programs and Policy (P&P), and Board Members.
• Support P&P Directors with international travel arrangements.
• Coordinate events and workshops as required.
• Manage the WeBelieve intranet site maintenance for the CEO office.
• Assist with the preparation and organization of Board Nomination, Governance, and HR Committee meetings.
• Coordinate new Board Member orientation and Board trips.
• Participate as an adjunct member of the Executive Team, assisting with scheduling, minute-taking, and attending meetings.
• Assist in coordinating off-sites and all-staff meetings.
• Support cross-divisional coordination of travel and outreach plans.
• Coordinate legal processes for establishing new country offices.
• Support organizational legal matters by facilitating approvals, liaising with legal counsel, and coordinating trademark and intellectual property registrations.
• Lead annual provincial filings with lawyers.
• Ensure CEO's bio is updated and respond to requests for information about the CEO and organization.
• Edit and complete first drafts for written communications to external stakeholders.
• Coordinate CEO's outreach activities and strategic initiatives with the Executive Team.
• Follow up on contacts made by the CEO and support relationship cultivation.
• Edit all acknowledgement letters from the CEO to donors.
• Enhance CEO’s internal communications and relationship with staff.
• Comply with all Children Believe policies and procedures.
• Perform other related duties as assigned.

Benefits

• Competitive Compensation Package: We provide an attractive compensation package with clearly stated hiring ranges.
• Flexible Work Environment: Enjoy a flexible work environment, including hybrid work options, flexible hours, “No Meeting Mondays,” and the option to work up to 20 days out of province per year.
• Comprehensive Benefits Plan: Our group benefits plan includes health and dental coverage, an Employee and Family Assistance Program (EFAP), and RRSP matching up to 5%, starting from day one.
• Health Spending Account: Access to our $500 Healthcare Spending Account to top up expenses not covered in the benefits program.
• Performance Incentives: Participate in our Pay for Performance Plan with up to 6% performance incentive pay.
• Professional Development: Benefit from 5 paid professional development days and experience professional growth through a variety of learning opportunities.
• Paid Time Off: Enjoy an annual Christmas closure, receive 2 float days, and have access to up to 10 sick days.
• Generous Vacation Policy: Enjoy 3 weeks paid vacation with incremental increase every 5 years up to 6 weeks.
• Other Employee Perks: Take advantage of our Employee Discount Program and various other perks designed to enhance your overall well-being and work-life balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree