Executive Operations Coordinator

Key Responsibilities

1. Executive and Organizational Support

2. Provide direct administrative support to the Executive Director, including scheduling, correspondence, and documentation.

3. Support the implementation of AHM's Operational and Strategic Plans, ensuring administrative and operational systems align with organizational goals.
4. Assist with nonprofit operations, including governance documentation, recordkeeping, reporting, and logistics for board and committee meetings.
5. Support financial administration, including invoices, expense tracking, reconciliations, and basic bookkeeping.
6. Maintain organized digital and physical filing systems to support compliance, accountability, and efficiency.
7. Coordinate logistics for meetings, workshops, and community events.
8. Assist with internal and external communications such as newsletters, reports, and public updates.

9. Contribute to continuous process improvement and the development of operational systems for the organization.

10. Clinic Coordination and Front Desk Operations

11. Serve as the first point of contact for clients and visitors; greeting clients, responding to inquiries, and ensuring a professional and welcoming environment.

12. Manage appointment scheduling, intake, and electronic medical records (EMR) to maintain accurate and efficient workflows.
13. Coordinate with midwives to confirm appointments, manage follow-ups, and relay accurate messages between clients and care providers.
14. Oversee the reception area and clinic environment, ensuring it remains organized, confidential, and supportive of client care.
15. Maintain a clean, organized, and fully equipped clinic environment.

16. Identify and address administrative challenges to improve the client and provider experience.

17. Operational Systems and Resource Management

18. Support bookkeeping and financial tracking, including invoice management, expense monitoring, and procurement.

19. Monitor and replenish inventory for medical, clinical, and office supplies; liaise with vendors to ensure the clinic remains fully stocked.
20. Troubleshoot minor administrative or facility-related issues to ensure uninterrupted daily operations.
21. Maintain up-to-date administrative and operational procedures, ensuring consistent practice across the team.
22. Assist in promoting clinic services, events, and initiatives by coordinating or developing educational and digital content (e.g., social media, website updates, newsletters, and patient resources).
23. Support quality improvement and compliance initiatives, including audits, reporting, and process reviews.

Qualifications & Experience

• Minimum 3 years' experience in a clinic, healthcare, or community-based setting, with demonstrated ability to balance reception, client service, and administrative coordination.
• Diploma or degree in Healthcare Administration, Business Administration, or a related field is an asset.
• Experience supporting an Executive Director or manager in coordinating operations or implementing organizational priorities.
• Strong organizational, communication, problem-solving and multitasking skills, with the ability to manage multiple priorities in a fast-paced environment.
• Proficiency in Electronic Medical Records (EMR) systems (e.g., Medeo, Accuro), Microsoft Office Suite, and bookkeeping tools (e.g., QuickBooks, Excel).
• Knowledge of PHIPA and healthcare privacy standards, as well as best practices in recordkeeping and financial tracking.
• Excellent verbal and written communication skills for interacting with patients, staff, and external partners.
• Demonstrated commitment to inclusive, respectful client service and experience working with diverse communities, particularly Black and racialized populations.
• Ability to organize and support community outreach programs and events.
• Strong attention to detail, reliability, and follow-through.
• Strong external communication skills (social media) is an asset.
• Lived experience or deep engagement with Black communities is highly valued.

Work Environment

This position is full-time on-site, Monday to Friday, 9:00 AM to 5:00 PM, based at AHM's Scarborough clinic. Occasional flexibility may be required for evening or weekend events.

Job Type: Full-time

Pay: $60,000.00-$65,000.00 per year

Work Location: In person