Position Overview/Summary:

The Executive and Governance Coordinator provides comprehensive administrative and coordinating support to Vice President, Strategy, People and Partnerships (and Lead of the Mid-West Toronto Ontario Health Team) and the Vice President, Finance, Facilities and CFO. This role is responsible for managing the daily operations of the executive offices and the Mid-West Toronto Ontario Health Team governance functions, including calendar and schedule coordination, tracking of key deliverables, and facilitating communication and alignment of priorities across reporting directors.

The Executive and Governance Coordinator will act as a primary liaison between the VPs and a broad range of internal and external stakeholders, including senior leaders, board members, and external partners. The role requires a high level of professionalism, discretion, and organizational awareness.

Key responsibilities include coordinating reporting processes, preparing meeting materials, managing contracts and confidential documentation, and supporting the planning and execution of high-level meetings and initiatives. This role plays a critical part in enabling the effective and efficient functioning of the Corporate Services leadership team.

Salary range: $73,500 - $88,200

Responsibilities:

Administrative Functions:

• Coordinating and managing the Vice Presidents’ calendars, including scheduling meetings, appointments, and events to avoid conflicts and maximize use of executive leaders’ time.
• Coordinates and prepares meeting agendas, briefing materials, and presentations, and takes minutes during meetings.
• Assists with special projects and initiatives, tracking progress, and ensuring deadlines are met.
• Leveraging customer service skills, professionalism, diplomacy, and discretion to handle sensitive relationships and information via phone calls, e-mails, and other correspondence, ensuring timely and appropriate responses.
• Drafting, reviewing, and managing documents and reports while maintaining confidentiality.
• Administering contract management using Dock 365, collaborating with procurement and contract leads to ensure accurate documentation, organized filing, regulatory compliance, and timely renewals.
• Supporting the coordination of organizational events, conferences, and executive off sites, handles logistics.
• Acting as a key point of contact among executives, staff, clients, and external partners.

Human Resources:

• Supports the executive team in completing time-off and attendance functions within the corporate Human Resources Information System (HRIS).

Financial and Materials Management:

• Provides input to ensure minimal waste and efficient use the resources for optimal value including digitizing communication, efficient printing, recycling, energy conservation, electronic filing, efficient inventory management.

Quality, Safety and Experience:

• Fosters a service excellence culture through role modeling the values of the organization.
• Supports the achievement of quality improvement goals and objectives (e.g. annual quality improvement plans) by supporting the implementation of initiatives.
• Demonstrates a commitment to a Just Culture of Safety by promoting open, respectful communication and supporting a learning environment where reporting and addressing errors or concerns is encouraged without fear of blame.
• Promotes service excellence through role modeling and fostering relationships with the people we serve, external partners, vendors, volunteers and colleagues.

Other:

• Participates in committees and engagement forums as required by the organization.
• Collaborates with other Executive Coordinator and the Office of the CEO and President to cover time-off among the executive coordination team.

Required Skills and Abilities:

• Patience, flexibility, and exceptional interpersonal skills.
• Proven conflict resolution and communication skills.
• Demonstrates strong critical thinking ability to make decisions and can articulate rationale for decisions.
• Ability to work effectively and demonstrates composure under pressure while meeting multiple and competing deadlines.
• Ability to discern relevant information, apply critical thinking and facilitate the resolution of challenging situations using diplomacy, tact, and persuasion.
• Ability to establish effective working relationships.
• Demonstrates high level of initiative, self-direction, flexibility, and ability to adapt to changing situations.

Required Knowledge and Experience:

• Minimum 4 years of experience working as an Executive Coordinator and supporting senior leaders.
• Excellent verbal and written communication skills and ability to communicate effectively at all levels of organization.
• An individual that can work in a fast-paced environment and with a high degree of efficiency.
• A team player with strong interpersonal skills and ability to interact with team members across the organization.
• Experience with influencing and resolving conflict.
• Knowledge of the Ontario health care system and not-for-profit governance preferred.

Required Professional Designation/Certificate:

• Minimum bachelor's degree or equivalent in business management, office management.
• Proficiency in office software applications such as Microsoft Office suite.