Executive Office and Board Coordinator (Permanent Full-Time) Full Time

WE ARE LOOKING FOR:  EXECUTIVE OFFICE AND BOARD COORDINATOR – FULL TIME PERMANENT

ROLE SUMMARY

The Executive Office and Board Coordinator provides administrative support to the Chief Executive Officer and the VHA Board and Committees, coordinates all activities of the executive office, liaises with clients and families and external partners and supports or leads special projects at the discretion of the CEO.  This pivotal role is integral to the efficiency of the CEO’s Office, requiring a candidate who excels in a dynamic environment. The successful applicant will provide top-tier, confidential support, manage leadership tasks with precision, and demonstrate meticulous attention to detail.

This is a full-time permanent position, reporting to the Chief Executive Officer. While the role is hybrid (mix of in-person and remote with up to 2d/week being remote), scheduling of remote work days depends on the administrative needs of the organization and can change from week to week.

#LI-CF1 #INVHACorp

RESPONSIBILITIES​

Executive Office Management/Coordination (40%)

• Representing the Office of the CEO in a professional, customer-focused manner, serves as the main point of contact for partners, staff, clients and families with the Executive Office. Escalates issues as required and records interactions.
• Supports the preparation and follow-up for various CEO external committees, ad hoc meetings and community and government relations activities.
• Establishes an external relations strategy and process for monitoring the external landscape for relevant condolences, appointments, promotions, etc. that require communication from the CEO office.
• Prepares presentations and a variety of external correspondence as required by the CEO.
• Handles confidential and sensitive documents as required including managing the CEO 360 Feedback process.
• Manages the process for timely OH@H contract/agreement review and renewal.
• Supports the process for both annual and 3-5y strategic planning.
• Develop relationships with clients, strategic partners, and third-party providers to support business objectives.
• Other duties/projects that may be assigned as required.

VHA Board and Committee Support (40%)

• Supports the CEO as main point of contact to the VHA Board and Committees.
• Preparation and follow-up for events and meetings including scheduling, inviting guests, preparation and distribution of all event/meeting materials, and booking arrangements including space, refreshments and AV equipment.
• Attends all virtual and in-person Board and Committee meetings. Meetings can be during the work day or in the evening.
• Records, prepares and distributes minutes for Board meetings and Board Committee meetings.
• Oversees regular and timely updating of the ‘Management Report for the Board’ through the Envisio platform.
• Maintains the Board Portal, ensures all materials are up-to-date and ensures all Board members have access to materials.
• Oversees the Board Orientation process including keeping all content current in the Board Orientation Manual.
• Maintains a secure and robust electronic repository of Board materials and corporate minute books.
• Maintains contact and distribution lists as well as other documents related to the Board and Committees.

Office Administration (20%)

• Provides administrative support to the Chief Executive Officer (CEO) including calendar management, drafting documents, conference registration, travel arrangements, maintaining contact and distribution lists, and preparing expense claims.
• Supports staff engagement events and milestone celebrations.
• Manages SMG on-call schedule and SMG in-office schedule.
• Supports planning and meeting material preparation and distribution for Leadership Forum meetings and SMG Operations meetings.
• Works with the finance department for procurement of office supplies and other services on a need basis.

QUALIFICATIONS

• A university degree or college diploma in office/administrative management preferred.
• A minimum of 5-7 years of recent relevant experience supporting senior executives in the healthcare and/or not-for-profit industry.
• Experience with coordination of board and committee meetings.
• Excellent organizational, prioritization, and time management skills, with a keen attention to detail.
• Superior writing, proofreading, editing and formatting skills.
• Highly proficient in the use of Office Suite programs with advanced Microsoft Word, PowerPoint and Outlook.
• Highly proficient in the use of document sharing and collaboration platforms such as Microsoft SharePoint.
• Superior knowledge of English, with advanced oral and written communication skills.
• Experience managing multiple tasks/activities and highly proficient in setting and communicating priorities and timelines handle scheduling conflicts with diplomacy.
• Demonstrated ability to maintain confidentiality, integrity, professionalism, and diplomacy at all times and comfortable speaking with clients and families and helping to address issues/concerns.
• Strong interpersonal skills to interact respectfully and effectively with diverse individuals.
• A commitment to fostering a safe, inclusive workplace aligned with organizational policies and procedures.
• Reliability and accessibility to the CEO.
• Demonstrated sound judgement and a passion for good governance.
• Previous experience managing the office of a senior executive.
• Able to attend in-person board or committee meetings in the evening.