Executive Coordinator

**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)