Coordinator, Provincial Mission Team

1 month ago

Toronto, Canada Heart & Stroke Full time

**Who we are**

At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke.

To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website.

**The opportunity**

Reporting to the lead, health system and regional mission teams, the coordinator, provincial mission teams is responsible for the administrative support for the regional mission team. This could include supporting external committees and coordinating calendars, meetings and the preparation of supporting materials such as PPTs and briefing notes. The coordinator will support advocacy events and initiatives as well as requests from regional Development teams, such as coordinating the participation of funded researchers in fundraising events. The coordinator will also support budget administration.

**How you will make an impact every day**

**Administrative Support to Provincial Mission **leads**
- Manages calendars and schedules, sets up and accepts appointments, arranges travel, prepares necessary background documentation/meeting packages.
- Schedules and plans external and internal meetings: coordinates with external partners, develops agendas, circulates materials, prepares minutes.
- Administers surveys via SurveyMonkey and analyzes results.
- Develops and delivers written communications, including newsletters, slide decks, briefing notes, and website updates to inform and communicate strategically with stakeholders.
- Provides budget administration including processing invoices and expenses, tracking expenditures and variances, coding and verifying expense claims and tracking and reconciling monthly credit card statements.
- Manages and maintains the team’s Sharepoint database.
- Maintains the PWLE/expert database.
- Orders materials and recognition gifts
- Supports coordination of requests from regional Development, such as coordinating the participation of funded researchers in fundraising events
- Maintains and updates lobbyist registries

**Who we need**

**Experience**
- Minimum 2-3 years of administrative and coordination experience, with extensive knowledge of event planning and office practices.
- Plus experience in compiling and organizing data and information in regard to projects, surveys, evaluations, travel and meeting arrangements, including collating outputs from meetings, annual budget preparation, and tracking budget expenditures.
- Demonstrated hands-on experience using Microsoft Office (e.g. Outlook, Word, Excel) and web-based platform (e.g. SharePoint, Dropbox, GoTo Meeting).
- Demonstrated success coordinating and working with clinicians, medical trainees, stakeholders from different time zones across Canada.
- Proven track record in external stakeholder management and communications.
- Project management experience working with a health charity an asset

**Education**
- Post-secondary college diploma or university degree in a health or relevant field

**Skills**
- Organizational skills sufficient to orchestrate multiple activities at the same time in order to accomplish our goals; organizational skills to arrange the effective and efficient use of resources; and to arrange information and files in a useful manner;
- Strong interpersonal and listening skills to work effectively with other members of the H&S Mission team, work effectively across H&S teams, and to interact with all stakeholders using a high degree of discretion and diplomacy.
- Excellent written communication skills to prepare and/or coordinate communications with advisory and writing groups or similar;
- Excellent verbal communication skills used in working with senior volunteers, other stakeholders internal and external coordinators, and members of the mission team, including senior leaders.
- The use of tact and diplomacy are essential when communicating and explaining timelines and delivery dates for time sensitive materials and information;
- Ability to communicate problems and solutions clearly is essential.
- Clear sense of urgency and able to follow through on requests from multiple internal and external stakeholders.

**What we offer**

At Heart & Stroke, we make it a priority to foster a culture of caring by implementing practices and programs that foster respect, compassion, trust and attentiveness to our own and others’ health and well-being.

In addition to a competitive salary, we believe that time off is integral to the personal health and wellness of our employees. We offer a generous paid time-off package including vacation days, personal days, wellness days, and paid company-wide closure between December 25 and January 1. We also provide competitive health, medical, dental and vision benefits,

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