POSITION SUMMARY:
The Administrative Coordinator, Executive Support provides comprehensive administrative and coordination support to senior leaders while contributing to the effective operation of the CEO Office administrative team. Reporting to the Executive Assistant to the CEO, the incumbent supports the Vice President (VP), Finance and the Vice President, Client Services through calendar management, meeting coordination, committee administration, document preparation, stakeholder communications, and project support.
The role also supports board and committee governance activities and contributes to the implementation of standardized administrative processes, tools, and best practices across the organization. As administrative needs evolve, the role may expand to support additional corporate functions and leadership portfolios.
KEY RESPONSIBILITIES
Executive Administrative Support
- Provide dedicated administrative support to the VP, Finance VP, Client Services.
- Manage complex calendars, coordinate meetings, appointments, and competing priorities.
- Schedule and organize internal and external meetings, including logistics, virtual meeting arrangements, room bookings, and preparation of materials.
- Prepare, format, proofread, and distribute correspondence, reports, presentations, spreadsheets, briefing notes, and other documentation.
- Monitor and track action items, deadlines, and follow-up activities on behalf of supported executives.
- Exercise judgment in managing executive priorities and identifying issues requiring escalation.
- Support the coordination of departmental initiatives, projects, and operational activities.
- Identify opportunities to streamline administrative processes and improve efficiency through standardization, and automation.
- Act as a primary administrative contact for internal and external stakeholders, responding to inquiries and facilitating communication timely on behalf of supported executives.
- Exercise discretion and maintain confidentiality when handling sensitive organizational information.
Board Committee Support
- Coordinate administrative support for assigned Board Committees and leadership committees.
- Prepare and distribute meeting agendas, packages, and supporting documentation.
- Attend meetings as required and record accurate minutes.
- Track committee action items and support follow-up activities.
- Maintain committee records and documentation in accordance with governance and records management requirements.
Corporate Administration Support
- Support the Corporate Administration team in implementing and maintaining standardized administrative tools, processes, and practices.
- Assist with policy formatting, document control, and distribution processes.
- Maintain electronic filing systems, records, and shared document repositories.
- Support continuous improvement initiatives that enhance organizational efficiency and consistency.
- Contribute to the development and maintenance of templates, forms, and administrative resources.
- Support planning and coordination of organizational events, meetings, and special initiatives.
Team Collaboration
- Work collaboratively as part of the CEO Office administrative team.
- Provide administrative coverage and support during team member absences, vacations, and peak workload periods.
- Share knowledge and best practices to promote consistency and excellence in administrative service delivery.
- Participate in administrative team meetings, training, and continuous improvement activities.
6. Other
- Contribute to a culture of client safety and employee Health and Safety, by complying with all safety practices of the Organization, reporting unsafe practices and adverse events, and acting on safety recommendations.
- Ensures compliance with all organizational policies, including but not limited to workplace conduct, health and safety, privacy, and workplace violence and harassment policies
QUALIFICATIONS
Education
- Post-secondary diploma in Business Administration, Office Administration, Public Administration, or a related field, or an equivalent combination of education and experience.
Experience
- Minimum three (3) years of administrative experience supporting senior leaders.
- Experience coordinating meetings, managing executive calendars, and preparing professional business documents.
- Experience in healthcare, community services, non-profit, or public sector environments is considered an asset.
Knowledge, Skills and Abilities
- Exceptional organizational, planning, and multitasking skills.
- Strong attention to detail and accuracy.
- Excellent written and verbal communication skills.
- Advanced proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint and Teams
- Strong SharePoint expertise, including site management, document libraries, workflow support, permissions administration, and content organization
- Demonstrated ability to manage competing priorities and meet deadlines in a fast-paced environment.
- Strong interpersonal skills and ability to build effective working relationships.
- Ability to exercise sound judgment, professionalism, and confidentiality.
- Commitment to service excellence and continuous improvement.
This job description outlines the principal duties of the role and is not exhaustive. Other duties may be assigned as operational needs require.
CANES Community Care is an equal opportunity employer committed to fostering a diverse, inclusive, and barrier-free workplace. We welcome applications from all qualified individuals and strive to attract, develop, and retain talent from a wide range of backgrounds, experiences, and perspectives.
In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), accommodations are available upon request throughout the recruitment and selection process. If you require any accommodations, please let us know and we will work with you to meet your needs.
Job Type: Full-time
Pay: $50,000.00-$70,000.00 per year
Benefits:
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- RRSP match
Application question(s):
- Do you have experience working with executive teams/ Boards?
- Are you flexible to work occasional evenings?
Experience:
- Office Administration: 2 years (preferred)
Work Location: In person
