Executive Coordinator

4 weeks ago

Ottawa, Canada Oxfam Canada Full time

**Internal/External Posting Notice**

**Title**: Executive Coordinator

**Department**: Executive Director's Office

**Status**: Full-time, non-union

**Location**: Ottawa, ON

**Immediate Supervisor**: Executive Director,

**Salary**: $80,000 - $104,000

Oxfam Canada is an affiliate of the international Oxfam Confederation networked in over 90 countries as part of a global movement for change. Our mission is to build lasting solutions to poverty and injustice with a focus on improving the lives and promoting the rights of women and girls. We work directly with communities, partners and women's rights organizations to challenge the systems that perpetuate inequality and keep people poor. Together we seek to influence those in power to ensure that women trapped in poverty have a say in the critical decisions that affect them, their families and entire communities. That’s why we believe that ending global poverty begins with women’s rights.

Oxfam Canada offers a generous compensation and benefits program, but more than that, we offer the opportunity to be a part of our global movement for change. If you advocate for gender equality, are passionate about women’s rights, and share our values of Equality, Empowerment, Solidarity, Inclusiveness, Accountability, and Courage - we want you on our team

**SCOPE OF POSITION**:
Reporting to the Executive Director, the Executive Coordinator provides comprehensive administrative and coordination support to the Executive Director, the Deputy Executive Director and the Senior Leadership Team. The position plays a lead role in Oxfam Canada’s corporate governance by supporting the Board of Directors, ensuring compliance with legal and regulatory requirements, supporting committee activities, and contributing to the integrity of Oxfam Canada’s governance practices. The position also supports the Executive Director and the Board to engage in philanthropic initiatives, and provides project management for special initiatives. The Executive Coordinator holds an important communication management function, acting as a liaison between senior leadership, the Board and other internal and external stakeholders.

This position will manage logistics, philanthropic initiatives, event planning, board logistics, governance skills development, relationship building, and project management for special initiatives.

**MAJOR RESPONSIBILITIES**: (This is not an exhaustive list of duties to be performed)

**Provide support to the Executive Director and the Senior Leadership Team**
- Assist the Executive Director’s Office with daily administrative tasks, including scheduling meetings, managing calendars, coordinating travel and public engagements, meeting preparation and logistics support.
- Provide ongoing support, research and documentation for the Executive Director’s involvement in relevant committees and working groups.
- Support Senior Leadership Team meetings by preparing agendas, note taking, coordination, maintaining records and monitoring follow-up on decisions made.
- Contribute to strategic discussions and initiatives of the Senior Leadership Team. Undertake research for the Senior Leadership Team as required, analyzing and synthesizing information and, where appropriate, proposing processes and solutions and preparing summaries of materials from files.
- Support implementation, monitoring and evaluation of Oxfam Canada’s Anti-racism, decolonization, and justice, equity, diversity and inclusion strategy and related initiatives.
- Assist with project management, such as coordinating project timelines, tracking progress, and ensuring deliverables are met on time and within budget.
- Develop and monitor the Executive Director’s Office budget, including processing expense claims and invoices.
- Coordinate the crisis management team and take leadership as the organization’s security focal point.

**Contribute to the efficient functioning of the Board of Directors and facilitate effective corporate governance**
- Assist in scheduling meetings and preparing meeting agendas and materials, and taking meeting minutes.
- Maintain a complete and accurate record of the proceedings of every meeting of the Board and its various committees; track decisions and document progress.
- Track responsibilities and workplans for Board Committees.
- Make travel plans for Board members to attend in-person Board meetings; submit expense and invoice reimbursements, and provide logístical support before and during meeting.
- Work with the Deputy Executive Director and the Director of Finance and Operations to ensure compliance with legal and regulatory requirements and organizational standards, and assist in the timely preparation of accountability reports.
- Assist in researching, drafting and updating Oxfam policies and maintain the policy file.
- Undertake research and work on special projects as assigned by the Board.
- Maintain corporate records (e.g., Minutes, By-Law, correspondence)

  • Executive Services Coordinator

    1 month ago

    Ottawa, Canada Canadian Association of University Teachers Full time

    **Executive Services Coordinator** (External Posting) The Canadian Association of University Teachers (CAUT) is seeking to fill the **regular, full-time position of Executive Services Coordinator.** CAUT is a progressive labour and professional organization representing more than 72,000 faculty, librarians, researchers, academics, and general staff at 124...

  • Executive Coordinator/office Manager

    2 weeks ago

    Ottawa, Canada CODE Full time

    LOCATION: CODE OFFICES (OTTAWA - Hybrid remote/in-person) REPORTS TO: EXECUTIVE DIRECTOR SALARY RANGE: $52,070-68,000 (depending on experience) SUPERVISES: N/A NOTE: Ottawa-based position - Must be a Canadian resident SUMMARY Under the direction of the Executive Director and working in collaboration with Chief Operating Officer (COO) and the Director of...

  • Executive Assistant and Travel Coordinator

    1 month ago

    Ottawa, Canada Canadian Commercial Corporation Full time

    **Please note that this position closes effective the end of day on August 14, 2023.** **To view a detailed Work Description, please open the attached document.** The Executive Assistant and Travel Coordinator reports directly to the Vice-President, Business Development and Marketing, and is responsible for performing a full range of legal and...

  • Project Coordinator Construction

    2 months ago

    Ottawa, Canada Ethos Infill & Developments Inc. Full time

    **About Ethos** Ethos Developments is led by a brother-sister team who are passionate about designing and constructing beautiful, comfortable homes. **About the Role** We're searching for a highly organized, proactive, and diligent Construction Project Coordinator and Executive Assistant to join our vigorous team. This dual role provides a unique platform...

  • Executive Coordinator, Public Affairs and Marketing

    2 weeks ago

    Ottawa, Canada National Gallery of Canada Full time

    **Careers**: **Executive Coordinator, Public Affairs and Marketing**: - |- Position Title: Executive Coordinator, Public Affairs and Marketing- Competition #: 23-OC-133- Posting Date: May 30, 2023- Closing Date: June 12, 2023- Department: Public Affairs and Marketing- Working Hours: Full time (37.5 hours per week, overtime as required)- Employment Tenure:...

  • Configuration Control Specialist

    3 days ago

    Ottawa, Canada HOLT EXECUTIVE Full time

    Ontario, Ottawa, Canada - Competitive - Permanent - V-32681-1 Holt Executive are currently partnered with a leading **Global Satellite Operator** who provide reliable and secure satellite-delivered voice and high-speed data communications solutions to broadcast, telecommunications, corporate and government customers worldwide. Their Low Earth Orbit (LEO)...

  • Executive Office Administrator and Communications Coordinator

    3 weeks ago

    Ottawa, Ontario, Canada Carleton University Full time

    Duties and Responsibilities:Reporting to the Vice-Provost and Associate Vice-President (Academic) (VPAVPA), the Executive Office Administrator & Communications Coordinator provides professional executive, and confidential support to both the VPAVPA and the Director, Teaching and Learning. This includes organizing schedules, travel, supporting confidential...

  • Executive Assistant

    1 week ago

    Ottawa, Canada Egg Farmers of Canada Full time

    **Executive Assistant** Egg Farmers of Canada is presently seeking an experienced Executive Assistant to support the Chief Executive Officer (CEO) and Chair of the Board. Reporting to the CEO, the Executive Assistant is responsible for providing administrative support directly to the CEO and the Chair of the Board, as well as providing backup support to the...

  • Executive Office Administrator and Communications Coordinator

    3 weeks ago

    Ottawa, Canada Carleton University Full time

    Duties and Responsibilities: Reporting to the Vice-Provost and Associate Vice-President (Academic) (VPAVPA), the Executive Office Administrator & Communications Coordinator provides professional executive, and confidential support to both the VPAVPA and the Director, Teaching and Learning. This includes organizing schedules, travel, supporting confidential...

  • Executive Assistant

    1 month ago

    Ottawa, Canada Calian Full time

    For more than 40 years, Calian has been solving the world’s most complex problems by pairing the brightest minds with powerful technology. Calian solutions impact the world; from the satellites in space that connect us to the farms that feed us, from the medical professionals who care for us to the governments, schools and companies that make the world...

  • Executive Coordinator, Public Affairs and Marketing

    2 weeks ago

    Ottawa, Canada National Gallery of Canada Full time

    Job Summary Reporting to the Vice-President, Public Affairs and Marketing, the Executive Coordinator (EC) oversees the operational and financial functions of the department. As a central point of contact, the incumbent supports, and at times leads, the coordination of departmental priorities associated with activities related internal and external...

  • Executive Assistant

    1 month ago

    Ottawa, Canada The Chandlery Full time

    **About us** The Chandlery is a small business in Ottawa, ON K2B 5V2. We are professional, agile, and innovative. Our work environment includes: - Modern office setting - Growth opportunities - Wellness programs **Responsibilities**: - Manage and coordinate executive calendars and appointments. - Maintain accurate records of executive activities and...

  • Executive Assistant

    1 month ago

    Ottawa, Canada Carlington Community Health Centre Full time

    The Executive Assistant offers high-level administrative and organizational assistance to the Executive Director and the Senior Management Team. They also provide executive support to the Board of Directors and its Committees and coordinate corporate-level events and projects. **Offers senior administrative assistance to the Executive Director by**: -...

  • Executive Assistant

    1 month ago

    Ottawa, Canada Action Canada for Sexual Health and Rights Full time

    **Role Overview** We are currently hiring a full-time **Executive Assistant** to be based out of our Ottawa office. Reporting to the Executive Director, the Executive Assistant will be responsible for supporting the governance function of the organization; assisting the Executive Director in organizing and scheduling meetings; and supporting operational,...

  • Executive Assistant

    3 weeks ago

    Ottawa, Canada MultiCraft Full time

    Title: Personal & Executive Assistant As _Personal & Executive Assistant_, you will be assisting the Vice President and CEO with a broad variety of tasks and assignments, with a strong focus on travel arrangements. Your role within the company is to support the Executive Team, to provide the necessary tools, resources and information needed for them to make...

  • Executive Assistant

    1 month ago

    Ottawa, Canada The Royal Canadian Geographical Society Full time

    The Royal Canadian Geographical Society’s Executive Assistant works directly with the CEO, showcasing a flawless attention to detail, while managing multiple tasks and priorities in a fast-paced environment. The Executive Assistant has an accountability mind-set and supports the CEO in an administrative and operational capacity, where their ability to...

  • Executive Assistant

    1 month ago

    Ottawa, Canada The Royal Canadian Geographical Society Full time

    The Royal Canadian Geographical Society’s Executive Assistant works directly with the CEO, showcasing a flawless attention to detail, while managing multiple tasks and priorities in a fast-paced environment. The Executive Assistant has an accountability mind-set and supports the CEO in an administrative and operational capacity, where their ability to...

  • Executive Assistant

    4 weeks ago

    Ottawa, Canada CATSA ACSTA Full time

    Summary of responsibilities: Reporting to the Vice-President, Corporate Affairs and Chief Financial Officer the Executive Assistant is responsible for supporting the Vice-President of the branch and for coordinating branch activities in support of corporate requirements. The Executive Assistant performs all other duties and responsibilities related to...

  • Executive Assistant

    4 weeks ago

    Ottawa, Canada The Royal Canadian Geographical Society Full time

    The Royal Canadian Geographical Society’s Executive Assistant works directly with the CEO, showcasing a flawless attention to detail, while managing multiple tasks and priorities in a fast-paced environment. The Executive Assistant has an accountability mind-set and supports the CEO in an administrative and operational capacity, where their ability to...

  • Executive Assistant

    1 month ago

    Ottawa, Canada Kinaxis Full time

    At Kinaxis, who we are is grounded in our common belief that people matter. Each one of us plays an important part in accomplishing our work, building our culture and making a global impact. Every day, we're empowered to work together to help our customers make fast, confident planning decisions. This is how we create a better planet - for each other, for...