Business Executive Coordinator

Ignite Management Services; Toronto; On-site; CAD 70,000 - 95,000; Full time

Job summary

Ignite Management Services seeks an Executive Business Coordinator to provide high-level administrative support to the President, coordinating workflow, travel, scheduling, and planning across the organization.

The role requires governance and strategic execution support, plus preparation of presentations, reports, and materials for leadership meetings. You will help with business development and internal engagement while maintaining discretion.

Qualifications

• Diploma or bachelor’s degree in business administration, communications, management, public administration, or a related field.
• Minimum 5 years of progressively responsible experience in executive support, executive coordination, business administration, project coordination, or a comparable role.
• Experience supporting senior leaders in a consulting, professional services, entrepreneurial, or fast-paced business environment.
• Experience coordinating complex calendars, meetings, travel, events, and executive priorities.
• Experience handling confidential information with discretion and sound judgment.

Responsibilities

• Coordinating the President’s workflow, schedules, commitments, and priorities.
• Preparing agendas, reports, presentations, briefing materials, and meeting documentation.
• Tracking action items, commitments, decisions, deadlines, and organizational priorities.
• Coordinating governance, leadership meetings, planning processes, and progress reporting.
• Drafting executive communications and maintaining leadership materials.

Skills

Organizational skills

Calendar management

Written communication

Stakeholder coordination

Microsoft 365 proficiency

Presentations development

Research skills

Education

Degree in Business Administration / related field

Tools

Microsoft 365

Job description

The Linchpin Co. is a people operations group offering custom recruitment and consulting services. At Linchpin, we know a company's most valuable resource is its people, and we are people experts!

We will be the point of contact between you and Ignite during the recruitment process, acting as your trusted advisor and coach. We look forward to your interest.

ABOUT IGNITE

Ignite is strategy in motion. We help organizations align on where they are going and move forward with purpose.

Our work builds ownership of strategy through people. We work directly with CEOs and senior leaders in complex, mid to large organizations to align priorities, strengthen leadership capability, and drive results.

You will work with a passionate team and alongside senior leaders to support critical conversations, develop leadership, and turn strategy into action. Together, we strive to “transform the way business is done.”

We are guided by our cultural pillars of Care, Excellence, and Joy.

POSITION SUMMARY

The Executive Business Coordinator provides high-level coordination and administrative support to the President, helping create capacity for strategic leadership, client relationships, business development, and organizational priorities.

The role manages the President’s workflow and commitments, coordinates governance and planning activities, supports the execution of key initiatives, and contributes to business development and internal engagement activities.

The position also provides administrative and logistical support to other members of the executive team, as required, including travel coordination, scheduling, meeting support, and other occasional administrative activities.

Working across the organization, the Executive Business Coordinator supports effective communication, coordination, and follow-through while organizational priorities and decision-making remain with the President and designated leaders.

DUTIES & RESPONSIBILITIES

1. Supports the President’s effectiveness by coordinating workflow, schedules, commitments, and priorities by:

• Managing the President’s calendar as a strategic planning tool, including travel, meetings, and recurring commitments.
• Assessing and organizing requests, commitments, and competing demands for the President’s consideration.
• Understanding the preparation, travel, delivery, and follow-up requirements associated with different types of work and ensuring appropriate time is allocated accordingly.
• Identifying scheduling conflicts, bottlenecks, and time constraints before they affect priorities or commitments.
• Preserving focused work time for planning, relationship building, strategic thinking, and priority deliverables.
• Coordinating recurring one-on-one meetings, team meetings, performance discussions, quarterly meetings, and other cyclical leadership activities.
• Ensuring the President has the materials, files, reports, presentations, and printed documents required for upcoming meetings and commitments.
• Supporting access to the President by ensuring team members, clients, and stakeholders can obtain the time and decisions they need.

2. Coordinates Governance, Planning, and Strategic Execution to support progress on organizational priorities, leadership commitments, and key initiatives by:

• Coordinating leadership meetings, governance activities, and planning processes.
• Preparing agendas, reports, presentations, briefing materials, and meeting documentation.
• Tracking action items, commitments, decisions, deadlines, and organizational priorities.
• Coordinating quarterly reporting, leadership updates, strategic reviews, and governance documentation.
• Following up with stakeholders to ensure agreed actions and commitments are progressing.
• Supporting Ignite team activities, events, and other internal coordination activities as assigned.

3. Provides executive and administrative support by:

• Coordinating expenses, receipts, registrations, reservations, memberships, subscriptions, and other administrative requirements.
• Maintaining executive records, files, contact information, and supporting documentation.
• Entering and maintaining executive time tracking and other required business records.
• Coordinating travel logistics, itineraries, and administrative arrangements.
• Preparing meeting materials, correspondence, reports, and presentations.
• Providing occasional support to other senior leaders as required.

4. Supports executive communications and professional visibility by:

• Drafting social media content, executive communications, announcements, and leadership updates for review and approval.
• Supporting development of presentations, speaking notes, biographies, and leadership materials.
• Maintaining executive profiles, biographies, presentation materials, and related content.
• Gathering background information and supporting materials required for communications, presentations, and speaking engagements.

QUALIFICATIONS

Education & Experience

• Diploma or bachelor’s degree in Business Administration, Communications, Management, Public Administration, or a related field; or an equivalent combination of education and experience.
• Minimum 5 years of progressively responsible experience in executive support, executive coordination, business administration, project coordination, or a comparable role.
• Experience supporting senior leaders in a consulting, professional services, entrepreneurial, or fast-paced business environment.
• Experience coordinating complex calendars, meetings, travel, events, and executive priorities.
• Experience preparing presentations, reports, meeting materials, communications, and executive correspondence.
• Experience handling confidential information with discretion and sound judgment.

Knowledge

• Excellent knowledge of executive support and administrative practices.
• Working knowledge of meeting management, governance support, and organizational planning processes.
• Working knowledge of Microsoft 365 applications and collaboration tools.
• Knowledge of professional services or consulting environments.

Skills

• Advanced organizational and prioritization skills.
• Advanced calendar management and scheduling skills.
• Advanced written communication skills.
• Advanced stakeholder coordination and relationship management skills.
• Advanced Microsoft 365 skills, including Outlook, Teams, Word, PowerPoint, and Excel.
• Intermediate presentation development and content creation skills.
• Intermediate research and information-gathering skills.

Abilities

• Ability to anticipate needs and proactively resolve issues.
• Ability to manage competing priorities, deadlines, and changing demands.
• Ability to exercise discretion and maintain confidentiality.
• Ability to build effective working relationships with leaders, employees, clients, and stakeholders.
• Ability to coordinate activities and obtain follow-through without direct authority.
• Ability to work independently with limited supervision.
• Ability to communicate professionally and effectively, both verbally and in writing.

Disclaimer:

Disclaimer: This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of Ignite Management Services Ltd.