Executive Coordinator

6 months ago

Markham, Canada Children Believe Fund Full time

**Careers That Empower Young Dreamers**

When you make a decision to work with Children Believe you’re not just doing something great for your career, you’re helping empower children around the world to access education, pursue their dreams and be a voice for change. We know there are lots of career options for talented, top performers like you, but not many offer the opportunity to help children live and dream fearlessly. Children Believe is currently recruiting for the following position:
**Technical Support Analyst - Canada Office**

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**:

- Communicates 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.
- Annual provincial filings (BC, AB, MB, QC) with lawyers
- WeBelieve intranet site maintenance for CEO office

**Board Support and Liaison**:

- Serves as the CEO’s administrative liaison to Children Believe’s Board of Directors;
- 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**:

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

**Communication and Stakeholder Outreach**:

- Ensures that the CEO’s bio is kept updated and responds to requests for materials regarding the CEO and the organization in general;
- Edits and completes first drafts for written communications to external stake holders as required;
- Works with the Executive Team in coordinating the CEO's outreach activities and strategic initiatives;
- Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships;
- Edits all, and creates acknowledgement letters from the CEO to donors.

**Other**:

- Comply with all Children Believe policy and procedures;
- Other related duties as assigned
- 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.
- Knowledge, experience and/or interest of international development is an asset;
- Strong organization and time management skills; ability to perform and prioritize multiple tasks with excellent attention to detail;
- Flexible to changing demands and priorities;
- Computer skills - must have strong proficiency with MS Office Suite, internet research; ability to learn customized software programs;
- Ability to set up PC based aud

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