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Executive Coordinator

2 months ago

Burlington, Ontario, Canada HIEC Full time
About HIEC

HIEC is a dynamic not-for-profit social enterprise that focuses on partnership, mentorship, and workforce development in Ontario. With over 30 years of experience as a community-focused organization, HIEC aims to enhance career education and inspire youth to make informed career decisions.

Why Choose HIEC?

At HIEC, our goal is to make a positive impact in the career journeys of others, and this also applies to our own internal team. We offer a team environment that encourages innovative ideas and an entrepreneurial spirit. We foster a culture of inclusion and belonging, so everyone feels valued, respected, and heard.

What We Offer
  • Competitive salary and comprehensive company-provided benefits
  • Mental Health Supports, including Calm App Subscription and Better Help Sessions
  • 2 Weeks Vacation + a Holiday Shutdown
  • Hybrid Work Environment
  • Professional Development Opportunities
Job Summary

The Executive/Office Coordinator plays a pivotal role in ensuring the smooth and efficient functioning of the organization by managing a broad range of administrative tasks with precision and care. This dynamic position requires exceptional organizational, administrative, and communication skills, along with a strong sense of ownership and attention to detail.

Key Responsibilities
  • Manage travel arrangements, calendars, meetings, board duties, and other tasks as they arise
  • Assist the Human Resources Manager with managing and updating the VOIP and security systems as necessary
  • Maintain office supplies, equipment, and inventory; manage vendor relationships and coordinate maintenance and repairs with the landlord
  • Oversee the office's day-to-day operations, ensuring a clean, organized, and functional workspace
  • Develop and implement effective administrative procedures to ensure the office's efficient operation
  • Act as the office receptionist, handling visitors, incoming calls, deliveries, and mail distribution
  • Prioritize and schedule internal/external meetings and conference calls, including room reservations and technical arrangements
  • Provide comprehensive administrative support to the Executive Team, specifically the Executive Director and Director of Operations
Requirements
  • A high school diploma or equivalent; a postsecondary degree, diploma, or certificate in office administration is a strong asset
  • Minimum five (5) years of experience providing administrative support to senior-level positions
  • Minimum five (5) years of experience in administration and office support/coordination
  • Experience in event planning and coordination is an asset
  • Experience and knowledge of HubSpot is an asset
  • Demonstrated knowledge of office administration skills
  • Advanced knowledge of MS Office (Word, PowerPoint, Excel) and Zoom/videoconferencing
  • A high degree of professionalism and discretion in handling confidential information
  • Strong organizational and time management skills, with the ability to manage multiple projects and meet deadlines
  • Effective problem-solving skills and the ability to work independently, efficiently, and accurately
  • Strong communication and interpersonal skills, with the ability to build positive relationships with stakeholders
  • Resourceful and proactive, with the ability to anticipate needs and identify solutions
  • Comfort with ambiguity and a focus on process improvement
  • Commitment to contributing to a diverse, equitable, and inclusive workplace
Working Conditions
  • This hybrid role will vary in its in-office requirements on a week-to-week basis
  • Travel required within Ontario or Canada for presentations, partnership meetings, conferences, trade shows, etc.
  • A valid Driver's license and access to a vehicle is required
  • The successful candidate will be required to have a Criminal Background Check