Executive Coordinator

**Executive Coordinator**

**Program**: Administrative

**Reports to**: Executive Director

**Work hours**: 35 hours per week

**Rate of pay**: $30.27 - $31.62

About Gateway Residential & Community Support Services

At Gateway we believe in a community where all are offered respect, dignity, and hope for recovery. We believe in enabling people with mental illness to achieve the highest quality of life possible. The philosophy of Gateway Residential and Community Support Services of Niagara Inc. is rooted in a desire to serve others. We support and encourage the individual's right to independence, personal decision-making, and involvement in all aspects of planning, implementation, governance, and evaluation.

**About Mainstream**

The goal of Mainstream is, “That all people are able to develop their full potential as individuals with respect and dignity, enjoy integration into the community and have the opportunity to prepare for the future.” This goal challenges a community to have each of its people experience equality, individuality and social role valourization. The dignity and self-respect that people enjoy in their own communities are a result of a supportive environment that fosters personal growth, self reliance and acceptance.

Job Summary

The Executive Coordinator will be responsible for providing professional, confidential, executive level administrative support and project management for our Executive Director.

Administrative Responsibilities
- Calendar management of the Executive Director; ensuring smooth, logical flow of work and events; set up appointments and meetings; prepare agendas and attend meetings as required, respond to routine queries and prioritize messages
- Send out meeting notifications, set agendas, take minutes and distribute these to the required departments as required
- Assist with coordination of workshop and conferences involving advertising, registration, payment processing, room bookings, and communication with travel accommodations as needed
- Prepare and distribution of agency-wide surveys
- Document preparation, draft reports, presentations, advertising information, brochures and newsletters
- Research and analyze information; create reports; maintain data and spreadsheets
- File Organization, maintain electronic and physical filing systems for easy access to required documents
- Reconcile credit card
- Prepare travel arrangements for the Executive Director
- Update and maintain agency wide (for both Gateway and Mainstream) organizational charts
- Assist with meetings including room preparation, ordering meals and refreshments
- Attend team meetings as needed
- Complies with Gateway’s and Mainstream’s policies and procedures

Operational Responsibilities
- Board Support, act as liaison for the board of directors, organize meetings, distribute materials and assist in governance related tasks
- Project Management, track ongoing projects, set deadlines, ensure milestones are met
- Event Planning, help plan fundraising events, conferences or community outreach initiatives
- Budget Assistance, support financial tracking by preparing expense reports

Strategic Assistance Responsibilities
- Stakeholder Coordination facilitate communication with donors, partners, and key stakeholders
- Grant Tracking, monitor grant deadlines and coordinate submissions with the Senior Leadership team
- Any other duties assigned

**Requirements**:

- College Diploma or a University Degree in business administration with a speciality in office administration’
- A valid G driver’s license with a reliable vehicle and permission to carry rider attached with $2 million dollar

liability
- Miniumum of 2 years related experience
- Ability to work independently and as part of a team
- Excellent interpersonal skills
- Good oral and written skills
- A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and people management skills
- Good organizational, time management and prioritizing skills
- Strong morals and ethics, along with a commitment to staff and client privacy
- Demonstrated commitment to ongoing professional education
- Ability to monitor financial accountabilities
- Physically able to perform all assigned tasks

Work Conditions
- Travel is required. Driving within the Niagara Region; to various meeting and office locations
- Manual dexterity required to use a desktop computer and peripherals
- Intermittent physical activity including walking, standing, sitting

**Additional Information**
- Accommodation will be provided in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Gateway is committed to supporting a culture of diversity and inclusiveness across the organization. We believe in equal opportunity, and it is _
- our priority to ensure a barrier-free recruitment and selection process. If you are contacted for an interview, please notify Human _

Pay: $30.27-$31.62 per hour

Expected hours: 35 per week

**Benefits**:

- Dental