Executive/office Coordinator

Executive/Office Coordinator (12-Month Contract)

About HIEC

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

Why Us?

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. Simply put as possible, we care about our employees (have a look for yourself)

This role also offers:

- Competitive salary (we included the details)
- Comprehensive company provided benefits after 3 months
- Mental Health Supports (Calm App Subscription, Better Help Sessions)
- 2 Weeks Vacation + a Holiday ShutDown
- Hybrid Work Environment
- PD Opportunities

Position Description

We are looking for someone who is passionate about our sector and what we do within our community and beyond.

The Opportunity/Primary Responsibilities:
Board Duties
- Schedule, organize, and support board meetings, including preparing and distributing agendas, taking minutes, and maintaining board-related documents (bylaws, policies, binders, minutes).
- Assist Sub-Committee in all aspects of Board recruitment, Board election and re-election process, appointment of officers, etc.
- Assist with all onboarding activities for new Board members.
- Assist board members with administrative needs.

Administrative and Office Duties
- Continuously review administrative processes and office workflows to identify areas for improvement. Implement changes to enhance efficiency, support team productivity, and foster a culture of continuous improvement.
- 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. Inform the Executive Team of routine office closures or impacts (e.g., water shut-offs, fire inspections, etc.); Facilities Management
- 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. Recognize areas requiring process improvement and recommend alternatives.
- Develop a system for and manage the flow of information/documents to the Executive Team.
- 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; record meeting minutes as requested.
- Provide comprehensive administrative support to the Executive Team, specifically the Executive Director and Director of Operations. This includes managing calendars, booking meetings, preparing agendas, taking minutes, and drafting correspondence.
- Handle sensitive and confidential information with discretion.
- Assist with preparing and submitting expense reports for the Executive Director, ensuring compliance with company policies.
- Collaborate with the Events Department to arrange travel accommodations, meetings, and events for the Executive Team.
- Compile and synthesize information from various sources to create clear, concise reports, briefings, and presentations for the Executive Team and Board. Ensure all documents are accurate and well-organized for decision-making purposes.
- Draft and proofread documents for accuracy and completeness before submission.

Event Coordination
- Assist in HubSpot CRM management, assisting the team in maintaining and updating records, tracking interactions, and generating reports to support business development and client engagement.
- Arrange travel accommodations and manage scheduling for the Executive Team and other staff attending events.
- Coordinate event preparations at the office, including managing responsibilities, ensuring materials are ready, and assisting with setup.
- Manage invitations and scheduling for VIP guests, handling special requests and ensuring timely follow-up.

Other Duties
- Maintain a well-organized system of digital and physical files, ensuring all important documents are properly stored, easily accessible, and up to date for internal and external reporting purposes.
- Manage special projects as necessary, ensuring they align with organizational goals.
- 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 of