Executive Business Coordinator

Ignite Management Services; Toronto; On-site; CAD 70,000 - 110,000; Full time

Job summary

Ignite Management Services Ltd. is seeking an Executive Business Coordinator to provide high-level support to the President, enhancing strategic leadership capacity and coordinating governance, planning, and client relationships in Toronto.

This role manages the President’s calendar, travel, meetings, and executive communications; plans events; maintains records; and collaborates with senior leaders to drive organizational priorities.

Qualifications

• Diploma or bachelor's degree in Business Administration, Communications, Management, Public Administration, or related field.
• At least five 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

• Manage the President’s calendar, travel, meetings, and recurring commitments.
• Prepare agendas, reports, presentations, briefing materials, and meeting documentation.
• Coordinate governance, planning processes, and leadership meetings.
• Support Ignite team activities, events, and internal coordination tasks.
• Draft executive communications and maintain profiles, bios, and related content.

Skills

Executive support

Calendar management

Stakeholder coordination

Written communication

Organizational skills

Education

Bachelor's/Diploma in Business Administration or related field

Tools

Microsoft 365

PowerPoint

Excel

Outlook

Teams

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.

As the dedicated support role to the President, this position also coordinates organizational follow-through, manages Toronto office administration, assists with team events, and supports executive communications.

Duties and Responsibilities

Support the President’s effectiveness

• Manage the President’s calendar as a strategic planning tool, including travel, meetings, and recurring commitments.
• Assess and organize requests, commitments, and competing demands for the President’s consideration.
• Understand the preparation, travel, delivery, and follow-up requirements associated with different types of work and allocate time accordingly.
• Identify scheduling conflicts, bottlenecks, and time constraints before they affect priorities or commitments.
• Preserve focused work time for planning, relationship building, strategic thinking, and priority deliverables.
• Coordinate recurring one-on-one meetings, team meetings, performance discussions, quarterly meetings, and other cyclical leadership activities.
• Ensure the President has the materials, files, reports, presentations, and printed documents needed for upcoming meetings and commitments.
• Help team members, clients, and stakeholders obtain the President’s time and decisions when needed.

Coordinate governance, planning, and strategic execution

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

Provide executive support, office administration, and event coordination

• Coordinate the President’s expenses, receipts, registrations, reservations, memberships, subscriptions, and other administrative requirements.
• Maintain executive records, files, contact information, supporting documentation, time tracking, and other required business records.
• Coordinate travel logistics, itineraries, and related arrangements.
• Prepare meeting materials, correspondence, reports, and presentations.
• Manage Toronto office supplies, shared-space needs, maintenance requests, access requirements, mail, and routine vendor coordination.
• Welcome office visitors and coordinate meeting-room and onsite logistics.
• Plan and coordinate team meetings, team days, retreats, celebrations, and other internal events, including venues, schedules, materials, communications, and logistics.

Support executive communications and professional visibility

• Draft social media content, executive communications, announcements, and leadership updates for review and approval.
• Support the development of presentations, speaking notes, biographies, and leadership materials.
• Maintain executive profiles, biographies, presentation materials, and related content.
• Gather background information and supporting materials for communications, presentations, and speaking engagements.

Qualifications

Education and 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.
• At least five 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 and skills

• Excellent knowledge of executive support and administrative practices.
• Working knowledge of meeting management, governance support, and organizational planning processes.
• Knowledge of professional services or consulting environments.
• Advanced organizational, prioritization, calendar management, scheduling, written communication, and stakeholder coordination skills.
• Advanced Microsoft 365 skills, including Outlook, Teams, Word, PowerPoint, and Excel.
• Intermediate presentation development, content creation, research, and information-gathering skills.

Abilities

• Anticipate needs and proactively resolve issues.
• Manage competing priorities, deadlines, and changing demands.
• Exercise discretion and maintain confidentiality.
• Build effective working relationships with leaders, employees, clients, and stakeholders.
• Coordinate activities and obtain follow-through without direct authority.
• Work independently with limited supervision.
• Communicate professionally and effectively, both verbally and in writing.

This job description may not include all assigned duties or responsibilities and may be amended at the sole discretion of Ignite Management Services Ltd.