Executive & Governance Coordinator
Department: Office of the CEO
Reports to: Director, Corporate Governance & Strategic Relations
Dotted-Line Relationship: Chief Executive Officer
Position Summary
The Executive & Governance Coordinator supports the effective operation of the Executive Office through executive administration, governance coordination, Board support, and project assistance. Reporting to the Director, Corporate Governance & Strategic Relations, with a dotted-line relationship to the Chief Executive Officer, the incumbent serves as a key administrative resource to the Executive Office and helps ensure the efficient delivery of governance, stakeholder engagement, and organizational priorities
Primary Responsibilities
Executive Office Support (50%)
· Manage the CEO’s calendar, scheduling, travel arrangements, accommodations, itineraries, and expense reporting.
· Coordinate meetings, stakeholder engagements, and appointments involving donors, Directors, Trustees, and external partners.
· Support executive correspondence, inbox management, incoming requests, and follow-up activities, ensuring timely responses and action.
· Prepare and maintain briefing materials, stakeholder profiles, presentations, meeting packages, and other executive support documents.
· Track commitments, deadlines, decisions, and action items arising from meetings and correspondence.
· Maintain executive contact databases, filing systems, records, and administrative processes.
· Provide day-to-day administrative support to the CEO and Executive Office to ensure the efficient operation of organizational priorities.
Governance Support (30%)
· Coordinate Board and Committee administration, including meeting scheduling, agendas, materials, minutes, action tracking, and follow-up.
· Maintain governance records, Board files, Director biographies, Committee membership records, and other governance documentation.
· Support Director onboarding, orientation, annual governance processes, and governance policy administration.
· Assist with the preparation and distribution of Board and governance communications.
· Coordinate governance-related events, Board retreats, and Director engagement activities.
Strategic Projects & Events (10%)
· Coordinate logistics and administrative support for Board meetings, strategic retreats, cultivation events, stakeholder engagements, and other Foundation activities.
· Prepare briefing materials, agendas, presentations, background documents, and meeting packages.
· Provide project coordination and administrative support for strategic initiatives and special projects led by the CEO, Director, Corporate Governance & Strategic Relations, and Foundation leadership.
Office Operations & Team Support (10%)
· Coordinate office administration, vendor relationships, procurement activities, and administrative services.
· Maintain Foundation records, templates, filing systems, and information management processes.
· Support website updates and administrative systems related to governance and organizational operations.
· Provide administrative support across the Foundation and contribute to the continuous improvement of office systems, processes, and efficiencies.
Qualifications
· Post-secondary education in business administration, public administration, governance, communications, or a related field.
· Three to five years of progressively responsible experience in executive administration, governance coordination, Board administration, or a related role.
· Experience supporting senior executives, Boards of Directors, Committees, or governance bodies is considered a strong asset.
· Exceptional organizational, planning, and time-management skills, with a high degree of accuracy and attention to detail.
· Excellent written and verbal communication skills, with the ability to prepare professional correspondence and meeting materials.
· Demonstrated discretion, sound judgment, and ability to manage confidential information with professionalism.
· Proven ability to manage multiple priorities and deadlines in a dynamic environment.
· Proficiency with Microsoft Office 365 applications, SharePoint, and virtual meeting platforms.
Contract Term:
This is a one (1) year contract position commencing as soon as possible and with possibility of extension based on performance.
What we will provide:
· Salary between $58,000 to $66,000 per year
· Benefit Plan, including Health and Dental Benefits
· Paid Sick Time, Vacation and Personal Leave
· Opportunity to work closely with senior leadership, Directors, Trustees, philanthropists, and cultural leaders from across Canada.
· A collaborative and purpose-driven work environment dedicated to advancing arts and culture in Canada.
Pay: $58,000.00-$66,000.00 per year
Work Location: Hybrid remote in Ottawa, ON K1N 9N4
