Executive Coordinator

1 week ago

Toronto, Ontario, Canada Wildlife Conservation Society Full time

Position Title:
Executive Coordinator

Position Type:
Full-time

Position Level:
SVC 4

Program:
Toronto Management

Location:

Toronto, ON

Salary:
$60,000 to $70,000 annually

Reports to:
Director of Finance and Operations

Supervises:
Not applicable

Start date:
Early August

Application Deadline: 7 July, 2023

Position Summary
Wildlife Conservation Society Canada is Canada's leading on-the-ground conservation science organization. We strive to protect Canada's wildlife and wild places by bringing science to conservation action.

As a medium-sized charity, we have a small, strong, and dynamic management team based in Toronto with projects dispersed across various locations in Canada.


WCS Canada is looking for an Executive Coordinator to provide comprehensive support to the Executive Management Team and the Board of Directors.

This dynamic position requires the ability to anticipate needs, think critically, develop content, execute tasks with precision and accuracy and offer solutions to problems with a high level of professionalism and confidentiality.

This is a full-time position with an excellent benefits package, 3 weeks vacation, employee and family assistance plan, and RRSP matching program.


Primary Responsibilities

Complete a broad variety of administrative tasks that support the Executive Management Team including assisting with or leading special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties, including government officials; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.

Coordinate all Management Team and Senior Staff meetings and assist with staff meetings and events as needed. Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the President and staff, demonstrating leadership to maintain credibility, trust, and support with the conservation program leads; complete projects by assigning work to appropriate staff, including senior staff and members of the Executive Management Team.

Provide sophisticated and nimble calendar management for the President. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

Act as a liaison and provide support to the Board of Directors.

Arrange and handle all logistics for Board meetings and events:

schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary.

Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.

Work closely with the President and the Director of Finance and Operations to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate their needs in advance of key deadlines, meetings, conferences, etc.

Serve as the primary point of contact for the review and management of contracts and commitments, to ensure all documents are appropriately reviewed, approved, executed and managed over the life cycle of the commitment.

Support the implementation of funding programs that support the next generation of conservation scientists, including the WCS Canada's Weston Family Boreal Research Fellowship.

Provide office management for the WCS Canada head office including managing meeting room space and resolving conflicts; scheduling vendors that provide services; assisting with the procurement of supplies; and other task as required.

  • Significant executive support or program coordination experience.
  • Strong verbal and written communication skills.
  • Expert proficiency with Microsoft Office suite, G Suite, and Zoom.
  • Ability to design and edit graphic presentations and materials.
  • Comfortable working with a variety of tools and databases.
  • Exceptional organizational skills and impeccable attention to detail.
  • High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and partners.
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
  • Ability to maintain a high level of integrity and discretion in handling confidential information.
  • Knowledge of the French language an asset.

Location:


This This role will be a hybrid role with 3 days per week in the WCS Canada head office in Toronto.


How to Apply:

Office Safety Plan Compliance:

_ About WCS Canada:
_

  • Diversity and inclusion are core WCS Canada values. We value the diversity of the people we employ and work with and we strive to provide an inclusive and equitable workplace in which we recognize the unique characteristics, skills

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