Executive Coordinator to the President and CEO
St. Catharines, ON
Reporting directly to the President and CEO, the Executive Coordinator provides executive support in a one-on-one working relationship. The Executive Coordinator serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.
The Executive Coordinator also serves as a liaison to the board of directors, management team, senior Hospital executives, Hospital managers and donors; organizes and coordinates executive outreach and external relations efforts with donors and members of the community; and oversees special projects.
The Executive Coordinator must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The Executive Coordinator will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Roles and Responsibilities
- Completes a broad variety of administrative tasks for the President and CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides
"gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
- Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the President's office and internal teams and departments; demonstrating leadership to maintain credibility, trust and support with management staff.
- Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the Foundation.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
- Works with the President and CEO to set Board and Committee dates on an annual basis, and prepare work plans and agendas. Take the lead on preparation and distribution of meeting packages. Set up meeting rooms and take Minutes of the meetings.
- Serves as the President's administrative liaison to board of directors.
- Assists board members with travel arrangements, lodging, and meal planning as needed.
- Maintains discretion and confidentiality in relationships with all board members.
- Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Assists in coordinating the agenda of management team meetings and off-sites, and all staff meetings.
- Facilitates cross-divisional coordination of travel and outreach plans as required.
Communications and Outreach
- Answers all general incoming calls not directed to specific staff and provide general reception duties: couriers, mail, deliveries, coordinate intake donation process.
- Greets Foundation guests.
- Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general.
- Edits and completes first drafts for written communications to external stakeholders.
Strategic Donor Initiatives
- Works with the staff team in coordinating the President's donor outreach activities.
- Follows up on contacts made by the President and supports the cultivation of ongoing relationships.
- Edits all, and creates acknowledgement letters from the President to donors.
- Inputs and extracts data from the Raiser’s Edge database.
- Manage Scholarship Program organizing application process, selection committee and reception
Qualifications and Experience
- Bachelor's degree required or equivalent Post Graduate certificate
- Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization
- Experience and interest in internal and external communications, partnership development, and fundraising
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social
Media web platforms
- Knowledge of Raiser’s Edge is an asset
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
- Expert level written and verbal communication skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity
- Highly resourceful team-player, with the ability to also be extremely effective independently
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
- Forward looking thinker, who actively seeks opportunities and proposes solutions