Executive Coordinator

CivicAction; Toronto; Hybrid; CAD 65,000 - 75,000; Full time

Job summary

CivicAction is seeking an Executive Coordinator to support the CEO and Board, ensuring effective strategic initiatives and governance. This permanent, full-time role requires strong organizational and communication skills, with a focus on enhancing operational efficiency and engaging stakeholders. Ideal for a motivated professional pursuing impactful work in a mission-driven organization fostering inclusive cities.

Qualifications

• 3+ years supporting C-suite executives in dynamic environments.
• 2+ years coordinating with Boards or senior stakeholders in governance.
• Tech-savvy with strong proficiency in Microsoft Office Suite.

Responsibilities

• Optimize CEO’s schedule focusing on high-impact priorities.
• Coordinate and prepare Board materials for meetings.
• Craft compelling communications aligning with organizational goals.

Skills

Organizational Skills

Communication Skills

Problem-solving

Team Collaboration

Confidentiality

Tools

Microsoft Office Suite

Salesforce

Asana

Job description

Are you a dynamic, creative, and detail-oriented professional looking for a role where your initiative and innovative thinking can shine? CivicAction is seeking an Executive Coordinator to serve as a trusted partner to our CEO and Board of Directors.

This role is perfect for someone who thrives in a fast-paced, mission-driven organization, and is passionate about shaping vibrant, inclusive cities.

• Employment Type : Permanent, full-time
• Reports to : CEO
• Salary Range : $65,000–$75,000
• Work Environment : Hybrid (Downtown Toronto office + remote). Technology provided to support flexible work arrangements. Evening and weekend work may occasionally be required.
• Start Date : February 2025 or earlier

Position Purpose :

The Executive Coordinator is directly accountable for enabling the CEO, Senior Management and the Board of Directors to focus on high-impact priorities, ensuring the seamless execution of strategic initiatives and governance processes. This pivotal role blends executive support, governance coordination, and opportunities to engage in civic leadership and policy initiatives, all within an environment that values creativity, collaboration, and proactive problem-solving.

Key Accountabilities

• Accountable for optimizing the CEO’s schedule, ensuring time is aligned with organizational priorities and strategic goals.
• Ensure the CEO is fully prepared for all engagements by providing comprehensive agendas, briefings, and follow-up actions.
• Drive outcomes from CEO-led meetings, ensuring commitments are tracked, communicated, and delivered.

Board Governance and Engagement

• Own coordination and preparation of Board materials, including agendas, reports, and presentations that align with organizational strategy.
• Coordinate and deliver exceptional Board meeting experiences, managing all logistics and ensuring timely distribution of materials.
• Track Board workplans and deliverables, ensuring milestones are met and foster a culture of accountability and innovation within governance structures.

Strategic Communication and Reporting

• Accountable for crafting clear, compelling communications (memos, reports, presentations) that reflect the CEO’s vision and organizational priorities.
• Ensure consistency in messaging and alignment with CivicAction’s brand and strategic goals when liaising with internal and external stakeholders.

Meeting and Event Excellence

• Accountable for the flawless execution of meetings and events, ensuring all logistics—from scheduling to follow-up—are handled with precision and creativity.
• Deliver impactful experiences for stakeholders, creating environments conducive to collaboration and innovation.

Operational Efficiency

• Own the systems and processes that keep the CEO’s office running smoothly, identifying opportunities for innovation and improvement.
• Proactively address operational challenges in the CEO’s office, implementing solutions that support organizational success.

Special Projects and Initiatives

• Accountable for advancing special projects that align with CivicAction’s strategic goals, working closely with the CEO and senior leadership.
• Support management in advancing organizational improvements, contributing to CivicAction's mission.

Qualifications and Skills

Required Education & Experience :

• Minimum 3 years of experience supporting C-suite executives or senior leaders in a fast-paced, dynamic environment.
• At least 2 years of Board experience, coordinating with directors or senior stakeholders in governance, policy, or civic leadership contexts.

Demonstrated Skills and Behaviours :

• Strong organizational and time management skills : Able to manage complex schedules and competing priorities while staying one step ahead.
• Exceptional communication skills : Strong ability to craft clear, concise, and engaging communications from the voice of an executive leader.
• Tech-savviness : Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with bonus points for experience in Salesforce and / or Asana.
• Innovative problem-solver : Able to think creatively and proactively tackle challenges with confidence and poise.
• Confident self-starter : Thrives in an environment that values autonomy and encourages new ideas.
• Collaborative spirit : A team player with a positive attitude and the ability to work seamlessly with diverse stakeholders.
• Ability to maintain confidentiality and exercise discretion in handling sensitive information.

About CivicAction

CivicAction’s purpose is to elevate civic engagement that builds livable, inclusive cities in the Greater Toronto and Hamilton Area (GTHA). For over two decades, we have been mobilizing leaders and changemakers to champion innovative solutions, to accelerate the alignment of actions, and to invest in the leadership of tomorrow. Our high impact leadership programs open doors, minds, and opportunities for young, emerging, and under-represented leaders in the GTHA.

Our Commitment to Inclusive Workplaces & Inclusive Recruitment

CivicAction is committed to equity and inclusion in our workplace and in our recruitment processes. We encourage applicants of all gender identities and sexual orientations, ages, ethnicities, cultures, abilities, and life experiences to apply. Accommodations are available for candidates taking part in all aspects of the selection process.

AN IMPORTANT NOTE : Research shows that women and racialized candidates often only apply to positions when they feel 100% qualified. If you’re interested in this role but don’t see yourself fully reflected in the requirements of the posting, we still encourage you to apply or reach out to learn more by emailing [emailprotected] .

HERE’S HOW TO APPLY :

January 12, 2025, at 11 : 59p.m. EST . Late applications will not be accepted.

Only candidates selected for an interview will be contacted.

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