41-2025 Executive Coordinator

Executive Coordinator & Board Liaison - Permanent Full-time

We are seeking a highly organized and proactive Executive Coordinator
& Board Liaison who brings exceptional administrative, governance, and
project coordination skills to the Executive Office. This is a pivotal role
supporting the Executive Director, Associate Executive Director, and Board
of Directors, while also playing a key part in advancing organizational
projects and strategic initiatives.

If you're a collaborative professional with project management
experience and a commitment to excellence, join a values-driven organization
with a 100+ year legacy of strengthening Ottawa families.

Location: Ottawa, Office-based

Start Date: Immediate

Position: Non-Union

Salary Range: $52,427.85
to $64,725.20, comprehensive benefits

Job ID: Executive
Coordinator & Board Liaison

ABOUT US

Family Services à la famille Ottawa (FSO-SFO) has been strengthening
individuals and families—and, by extension, the Ottawa community—since 1914. We
provide skillful and compassionate support to help people navigate mental
health concerns, parenting challenges, and family conflict or violence. Through
accessible counselling, support groups, and educational programs, families
increase their knowledge and skills, adopt healthy strategies, build meaningful
connections, and enhance resilience. We serve individuals across the lifespan
and within all types of family constellations, including children, youth,
transitional-aged youth, adults, seniors, couples, and families. Our work is
grounded in the real needs of clients, the complex environments they live in,
and a strong foundation of clinical and mental health expertise.

From Mothercare during the influenza epidemic of 1917, to supporting families during post-WWII
reintegration, to redefining family therapy to reflect the diverse realities of
"family"—FSO-SFO continues to innovate and evolve in response to the changing
needs of our community.

We strive to lead
and convene the best and promising practices, ensuring our services remain relevant
and impactful. Today, 98% of clients report that working with FSO-SFO has had a
positive impact on their lives.

As an accredited
non-profit charitable organization, FSO-SFO is a trusted pillar of the Ottawa
community. Our team is united by a commitment to well-being, belonging,
community, accountability, and client-centered care. Join us in making a
lasting difference for Ottawa families.

ABOUT THE POSITION

Reporting to the Executive Director and Associate Executive Director,
the Executive Coordinator & Board Liaison provides high-level
administrative, governance, and project support to the Executive Office. This
role acts as a critical link between the Executive Director, Board of
Directors, senior leadership team, and community partners.

Key responsibilities include:

Board and Governance Support

•
Serve as the primary
point of contact for the Board of Directors, ensuring clear and timely
communication with the Executive Director and leadership team.

•
Coordinate all
aspects of Board and committee meetings, including scheduling, preparing and
distributing agendas and materials, recording minutes, and tracking follow-up
actions.

•
Support governance
best practices, compliance requirements, and documentation management.

Executive and Administrative Support

•
Manage complex
calendars, schedules, and confidential communications for the Executive Office.

•
Track organizational
projects and initiatives, ensuring timely follow-ups and progress monitoring.

•
Liaise with internal
teams to facilitate cross-departmental collaboration.

Office and Operations Management

•
Oversee general
office administration, including supplies, purchases, equipment, and
vendor/contractor relationships.

•
Support building
operations, including office space planning, maintenance coordination, and
health and safety compliance.

•
Provide occasional
reception coverage, including greeting visitors, directing inquiries, answering
phones, and ensuring front-desk operations run smoothly.

Events and Fundraising

•
Coordinate logistics
for fundraising events, community engagement initiatives, and special projects.

•
Provide
administrative support for donor stewardship, fundraising campaigns, and event
sponsorship outreach, in collaboration with development staff.

Communications and Engagement

•
Assist with internal
and external communications, including newsletters, Board updates, and
organizational announcements.

•
Coordinate internal
and external meetings, ensuring effective preparation and follow-up.

This role requires
exceptional organizational and project coordination skills, sound judgment in handling
sensitive and confidential information, and a strong commitment to excellence
in execution. The ideal candidate will bring a solid understanding of Board
governance and the ability to serve as an effective liaison between the Board
and the leadership team. They will also have a foundational grasp of project
management tools and approaches, enabling them to support program improvements,
track initiatives, and ensure follow-through on organizational priorities.

 ABOUT YOU

You are a self-starter who thrives on organization,
precision, and proactive communication. You're comfortable managing multiple
priorities, handling confidential information, and interacting with
stakeholders at all levels with professionalism. You bring proven experience in
executive support and have demonstrated success coordinating organizational
projects or initiatives from start to finish.

You are a relationship-builder, a problem-solver,
and a systems thinker—motivated by purpose and impact.

MINIMUM REQUIREMENTS

•   
Degree or diploma in Business Administration, Office
Administration, or an equivalent combination of education and experience

•   
3 to 5 years of progressive administrative
experience, preferably in a non-profit or public sector organization

•   
Demonstrated experience supporting Boards or
governance bodies

•   
Experience coordinating organizational projects
and/or holding project management training or certification (e.g., CAPM, PMP,
or equivalent) is an asset.

•   
Strong organizational and documentation skills;
attention to detail

•   
Excellent written and verbal communication skills
in English

•   
High proficiency in the Office 365 Environment

•   
Proven ability to learn and adopt new tools and
systems quickly

•   
Bilingualism (French and English) is an asset

ADDITIONAL REQUIREMENTS

•   
Proof of legal entitlement to work in Canada

•   
Satisfactory Criminal Police Record Check

•   
Availability for occasional evening and weekend
work  (e.g., Board or committee meetings,
fundraising events, and community activities)

We
look forward to hearing from you. FSO-SFO is an equal opportunity employer. We
celebrate diversity and are committed to creating an inclusive workplace.
Accommodation is available throughout the recruitment process. Please let us
know how we can best support you.

While we thank all candidates for their interest, only those selected
for an interview will be contacted.

Please visit our careers page to see more job opportunities