indeed
Executive Coordinator
Shalom Community Village
Hamilton, CAN
Full Time
Mid
Onsite
1 weeks ago
Calendar ManagementAdministrative SupportMicrosoft OfficeCommunicationConfidentialityMeeting Coordination
Free
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Calendar ManagementAdministrative SupportMicrosoft Office
About the Role
Shalom Village seeks an Executive Coordinator to provide high-level administrative support to the CEO and Board of Directors. The role involves complex calendar management, drafting correspondence, coordinating meetings, and handling confidential information.
Key Skills for This Role
Calendar ManagementAdministrative SupportMicrosoft OfficeCommunicationConfidentialityMeeting Coordination
Responsibilities
- Complex calendar management and workflow activities, accurately compiling, transcribing and word processing of correspondence, drafting documents and proposals, preparing spreadsheets, meeting packages and presentations
- Provide administrative support and expertise to the Board of Directors as needed
- Functions to support the CEO will include scheduling appointments, meetings, minute taking, receiving reports and information and disseminating and distributing them
- Provide administrative support and preparations for various committee meetings, board reports, meeting minutes and agendas
- Handle confidential information with tact, courtesy and respect acting as an extension of the CEO at all times
- Respond and relate to external partners and donors in a professional, respectful and confidential manner
- Overseeing incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence
- Filing important documents, such as reports, meeting notes, emails, and letters
- Keeping the CEO’s calendar up to date, including adding events, rescheduling appointments and providing daily briefings
- Acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers
- Conducting research and creating reports on various topics based on the needs of the executive
- Coordinating the process for updating administrative policies and procedures under the direction of the CEO
Requirements
- Eight years or more of experience supporting C Suite and/or Executive Teams/ Board of Directors, OR a combination of academic and practical experience
- 3 5 years of administrative experience, preferably in a healthcare or not for profit organization supporting an executive office
- Excellent written and verbal communication skills with the ability to foster respectful and effective working relationships
- Understands the critical role of executive administration in running a high performance team
- Accountable and responsible; is self directed, able to see tasks through to completion and takes ownership of outcomes
- Proven accuracy and attention to detail
- Ability to use tact, discretion and maintain information in the strictest confidence
- Flexible in responding to both in the moment and critical experiences requiring leadership
- Exemplary skills in documentation of meeting minutes/proceedings
- Excellent calendar management skills, including the co ordination of complex executive meetings
- Exemplary planning, time management and organizational skills with a demonstrated ability to set priorities
- Excellent knowledge and proficiency with Microsoft Suite (including Word, Excel, Outlook, Microsoft Teams and PowerPoint)
Full Job Posting
Role Overview
- Reporting directly to the Chief Executive Officer (CEO), this position provides confidential, high level administrative coordination to both the CEO and the Board of Directors.
- Key responsibilities include managing complex calendars and workflows, accurately compiling, transcribing, and word processing correspondence, drafting documents and proposals, supporting project management activities, preparing spreadsheets, coordinating policy and procedure administration, as well
- The role also involves assisting with basic social media tasks.
- Collaboration with the CEO, Board of Directors, and Shalom Village leadership is essential.
Responsibilities
- Complex calendar management and workflow activities, accurately compiling, transcribing and word processing of correspondence, drafting documents and proposals, preparing spreadsheets, meeting packages and presentations.
- Provide administrative support and expertise to the Board of Directors as needed.
- Functions to support the CEO will include scheduling appointments, meetings, minute taking, receiving reports and information and disseminating and distributing them.
- Provide administrative support and preparations for various committee meetings, board reports, meeting minutes and agendas.
- Handle confidential information with tact, courtesy and respect acting as an extension of the CEO at all times.
- Respond and relate to external partners and donors in a professional, respectful and confidential manner.
- Overseeing incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence.
- Filing important documents, such as reports, meeting notes, emails, and letters.
- Keeping the CEO’s calendar up to date, including adding events, rescheduling appointments and providing daily briefings.
- Acting as the gatekeeper for internal and external contacts, including vendors, colleagues, clients, and customers.
- Conducting research and creating reports on various topics based on the needs of the executive.
- Coordinating the process for updating administrative policies and procedures under the direction of the CEO.
Qualifications
- Eight years or more of experience supporting C Suite and/or Executive Teams/ Board of Directors, OR a combination of academic and practical experience: Undergraduate 3 year University Degree or a Community College Secretarial Diploma preferred.
- 3 5 years of administrative experience, preferably in a healthcare or not for profit organization supporting an executive office.
- Excellent written and verbal communication skills with the ability to foster respectful and effective working relationships with board committee members, leadership and frontline team members and senior external stakeholders, donors, residents and families.
- Understands the critical role of executive administration in running a high performance team and wants to make a significant impact in this function.
- Accountable and responsible; is self directed, able to see tasks through to completion and takes ownership of outcomes.
- Proven accuracy and attention to detail.
- Ability to use tact, discretion and maintain information in the strictest confidence.
- Flexible in responding to both in the moment and critical experiences requiring leadership.
- Exemplary skills in documentation of meeting minutes/proceedings.
- Excellent calendar management skills, including the co ordination of complex executive meetings.
- Exemplary planning, time management and organizational skills with a demonstrated ability to set priorities for self and in support of the operations of an executive office.
- Excellent knowledge and proficiency with Microsoft Suite (including Word, Excel, Outlook, Microsoft Teams and PowerPoint).
Compensation
- Pay: CAD 65,000.00 CAD 75,000.00 per year
Benefits
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On site parking
- RRSP match
Work Location
- In person
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