Executive Coordinator

Canadian Museum of Nature; Ottawa; On-site; CAD 82,000 - 102,000; Full time

Job summary

A leading Canadian museum is seeking a full-time permanent Executive Coordinator to support the CEO's office. The role involves managing the CEO’s calendar and coordinating governance activities while maintaining confidentiality and professionalism. The ideal candidate is bilingual, has 2-3 years of executive support experience, and demonstrates exceptional organizational and communication skills. The museum offers a competitive salary, benefits, and a commitment to fostering inclusivity and a collaborative work environment.

Benefits

Participation in the Federal Public Service Pension Plan

Public Service Management Insurance Plan

Additional benefits

Qualifications

• 2-3 years of administrative support experience to executives or board members.
• Ability to manage calendars, travel arrangements, and correspondence.
• Experience in preparing agendas and minutes for governance activities.

Responsibilities

• Manage the President and CEO’s calendar and travel arrangements.
• Coordinate governance activities, including preparing agendas and minutes.
• Support financial administration for the Office of the CEO.

Skills

Exceptional organizational skills

Fluent in English and French

Strong analytical ability

Communication skills

Job description

ME-06 - $82,656 – $101,312 per year
Permanent Full-Time Appointment

The Canadian Museum of Nature is seeking a person to fill the full-time permanent position of Executive Coordinator.

Reporting to the Chief of Staff and Corporate Secretary, the Executive Coordinator plays a critical role in supporting the Office of the President and CEO. This position ensures the smooth functioning of governance and leadership processes for the Board of Trustees, the Executive Committee, and the Management Committee.

Operating in a dynamic environment, you will interact frequently with senior leadership, employees across the organization, administrative professionals, and external stakeholders.

Key Responsibilities

• Manage the President and CEO’s calendar, travel arrangements, and correspondence.
• Coordinate governance activities, including preparing agendas, minutes, resolutions, and briefing materials for Board and Committee meetings.
• Track and coordinate files, requests, and taskings for the Office of the CEO, ensuring timely follow-up and dissemination of information.
• Provide logistical and administrative support for meetings and events, including hospitality and travel arrangements.
• Prepare and review documents, briefing notes, reports, and correspondence in both official languages, ensuring compliance with Museum standards and policies.
• Support financial administration for the Office of the CEO, including tracking budgets, processing invoices, and preparing financial reports.
• Assist with corporate reporting, policy framework oversight, and legislative compliance activities.
• Ensure effective information and file management for the Office of the CEO, the Board of Trustees, and Committees, including maintaining accurate records and recommending improvements to optimize systems.
• Handle confidential and sensitive information with discretion and professionalism.

This position requires exceptional organizational and communication skills, strong analytical ability, and the capacity to manage multiple priorities in a fast-paced environment while exercising judgment and discretion.

Who We’re Looking For:

The ideal candidate for this position is fluently bilingual (second language profile of CCC or higher), with exceptional organizational and communication skills, strong analytical ability, and the capacity to manage multiple priorities in a fast-paced environment while exercising judgment and discretion.

They have 2–3 years of experience providing administrative support to executives or board members, including managing calendars, travel arrangements, and correspondence. They are skilled in coordinating governance activities such as preparing agendas, minutes, resolutions, and briefing materials, and have experience preparing and reviewing documents in both official languages to ensure compliance with organizational standards.

The ideal candidate demonstrates professionalism in handling confidential and sensitive information, is adept at planning and coordinating high-level meetings and events, and is comfortable supporting financial administration, tracking budgets, and processing invoices. They are detail-oriented, proactive, and committed to fostering an inclusive and collaborative work environment.

What we offer:

The museum is the largest museum of natural history in Canada and aims to save the world with evidence, knowledge and inspiration, which we do while demonstrating our corporate values of respect, integrity, stewardship, the pursuit of excellence and life‑long learning.

We recruit professionals and specialists from across the country who are looking to thrive in their career in a collaborative and challenging team that promotes respect and innovation and supports diversity, equity, inclusion and accessibility.

We offer competitive salary and benefits, including participation in the Federal Public Service Pension Plan, the Public Service Management Insurance Plan, and other benefits.