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Executive Coordinator

3 weeks ago

Guelph ON NH G, Canada Community Living Guelph Wellington Full time $90,000 - $120,000 per year

About the Role

Are you a proactive problem solver with a knack for keeping complex operations running smoothly? Do you thrive in a fast-paced environment where attention to detail, discretion, and strong project management skills are paramount? If so, we'd love to meet you.

We're seeking an experienced full-time permanent Executive Coordinator to be the anchor of our executive and administrative offices. This pivotal role provides comprehensive support to the Senior Leadership Team (SLT) and Board of Directors, ensuring the highest level of professionalism and efficiency throughout the organization.

You'll be the go-to person for everything from schedule management and meeting coordination to governance support and quality improvement initiatives. You'll also serve as a senior Project Coordinator, leading projects from conception to completion, and acting as a key communications liaison for the executive office.

This is a high-impact role requiring exceptional organizational skills, a keen sense of discretion, and the confidence to represent senior leaders both internally and externally.

About Us:

CLGW is a progressive, person-centred organization committed to promoting inclusion, dignity, and independence for people with developmental disabilities. Our strategic priority of Service Excellence means we strive to continuously improve and deliver high-quality, individualized support for every person we serve.

At CLGW, we take pride in the work that we do. You will be joining a team of dedicated and experienced professionals, who truly make a difference in the lives of others. Together, we provide support for over 900 people who have a developmental disability, and who live, work and play in Guelph and Wellington County.

Why Join Us?

  • Be at the heart of a mission-driven organization making a real difference.
  • Work directly with inspiring leaders who value your input and expertise.
  • Tackle diverse, challenging projects that will keep you growing.
  • Collaborative, supportive, and respectful organizational culture.

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What You'll Do

Executive Support & Office Management

  • Provide strategic, administrative, and project management support to the Senior Leadership Team—anticipating needs, managing schedules, and facilitating productive interactions across the organization.
  • Develop agendas, take minutes, and coordinate logistics for high-level meetings.
  • Oversee daily operations of the administrative office, leading and supervising support staff, ensuring efficient workflows, and troubleshooting challenges as they arise.
  • Manage procurement of supplies and handle rentals/leases for administrative and community locations.

Governance & Board Support

  • Partner with the Executive Director to manage governance processes, support Board and committee meetings, and ensure compliance with bylaws and regulatory requirements for non-profits.
  • Prepare meeting materials, maintain governance documentation, and coordinate internal and external meetings (including travel and accommodations when needed).
  • Conduct research, compile data, and analyze practices to support the Board and Executive Office.

Project Coordination & Quality Improvement

  • Lead and support quality improvement projects, tracking progress and collecting data to inform organizational strategy.
  • Work closely with managers and staff to ensure readiness for compliance audits and quality assurance measures.
  • Monitor and report on project initiatives, ensuring deadlines and deliverables are met.

Communications & Administrative Support

  • Draft, edit, and distribute official communications, policies, and procedures.
  • Develop office documents and tip sheets to keep operations running smoothly.
  • Assist with meeting room setup and provide basic tech support as needed.

Other Duties

  • Tackle other projects and responsibilities as they arise—flexibility is key.

What We're Looking For

  • Education: Post-secondary education in business or office administration (required). Additional training or certification in project management and/or quality improvement is a plus.
  • Experience: 5+ years in a similar role, preferably supporting executive teams or working within senior leadership offices. Experience in non-profit or board governance settings is highly valued.
  • Skills:
    • Strong technology skills, including proficiency in Microsoft Office, Concur, email, internet, and AI applications.
  • Working knowledge of office equipment and troubleshooting abilities.
  • Excellent written and verbal communication skills—able to draft clear, concise memos under tight timelines.
  • Exceptional interpersonal and customer service skills.
  • Advanced planning, analytical, and project management skills.
  • Detail-oriented with a high degree of accuracy.
  • Ability to work independently, prioritize multiple tasks, and adapt to shifting priorities.
  • Professionalism, diplomacy, and the highest degree of discretion.
  • Team player attitude—comfortable working with all levels of the organization.

If this sounds like something you would be interested in, then apply today

We thank all applicants for their interest; only those selected for an interview will be contacted.

Community Living Guelph Wellington is an equal opportunity employer. We welcome applications from all qualified individuals and encourage candidates of diverse backgrounds to apply.

In accordance with the Ontario Human Rights Codes and the Accessibility for Ontarians with Disabilities Act (AODA), accommodations will be provided at any point throughout the hiring process, provided the candidate makes their accommodation needs know to Community Living Guelph Wellington in advance.