Executive Coordinator - Ottawa, Canada - Oxfam Canada

Description

Internal/External Posting Notice

Title: Executive Coordinator

Department: Executive Director's Office

Status: Full-time, non-union

Location: Ottawa, ON

Immediate Supervisor: Executive Director,

Salary: $80,000 - $104,000

Application Deadline: April 30, 2024 or until a suitable candidate is found

Oxfam Canada is an affiliate of the international Oxfam Confederation networked in over 90 countries as part of a global movement for change. Our mission is to build lasting solutions to poverty and injustice with a focus on improving the lives and promoting the rights of women and girls. We work directly with communities, partners and women's rights organizations to challenge the systems that perpetuate inequality and keep people poor. Together we seek to influence those in power to ensure that women trapped in poverty have a say in the critical decisions that affect them, their families and entire communities. That's why we believe that ending global poverty begins with women's rights.

Oxfam Canada offers a generous compensation and benefits program, but more than that, we offer the opportunity to be a part of our global movement for change. If you advocate for gender equality, are passionate about women's rights, and share our values of Equality, Empowerment, Solidarity, Inclusiveness, Accountability, and Courage – we want you on our team

SCOPE OF POSITION:

Reporting to the Executive Director, the Executive Coordinator provides comprehensive administrative and coordination support to the Executive Director, the Deputy Executive Director and the Senior Leadership Team. The position plays a lead role in Oxfam Canada's corporate governance by supporting the Board of Directors, ensuring compliance with legal and regulatory requirements, supporting committee activities, and contributing to the integrity of Oxfam Canada's governance practices. The position also supports the Executive Director and the Board to engage in philanthropic initiatives, and provides project management for special initiatives. The Executive Coordinator holds an important communication management function, acting as a liaison between senior leadership, the Board and other internal and external stakeholders.

This position will manage logistics, philanthropic initiatives, event planning, board logistics, governance skills development, relationship building, and project management for special initiatives.

MAJOR RESPONSIBILITIES: (This is not an exhaustive list of duties to be performed)

Provide support to the Executive Director and the Senior Leadership Team

• Assist the Executive Director's Office with daily administrative tasks, including scheduling meetings, managing calendars, coordinating travel and public engagements, meeting preparation and logistics support.
• Provide ongoing support, research and documentation for the Executive Director's involvement in relevant committees and working groups.
• Support Senior Leadership Team meetings by preparing agendas, note taking, coordination, maintaining records and monitoring follow-up on decisions made.
• Contribute to strategic discussions and initiatives of the Senior Leadership Team. Undertake research for the Senior Leadership Team as required, analyzing and synthesizing information and, where appropriate, proposing processes and solutions and preparing summaries of materials from files.
• Support implementation, monitoring and evaluation of Oxfam Canada's Anti-racism, decolonization, and justice, equity, diversity and inclusion strategy and related initiatives.
• Assist with project management, such as coordinating project timelines, tracking progress, and ensuring deliverables are met on time and within budget.
• Develop and monitor the Executive Director's Office budget, including processing expense claims and invoices.
• Coordinate the crisis management team and take leadership as the organization's security focal point.

Contribute to the efficient functioning of the Board of Directors and facilitate effective corporate governance

• Assist in scheduling meetings and preparing meeting agendas and materials, and taking meeting minutes.
• Maintain a complete and accurate record of the proceedings of every meeting of the Board and its various committees; track decisions and document progress.
• Track responsibilities and workplans for Board Committees.
• Make travel plans for Board members to attend in-person Board meetings; submit expense and invoice reimbursements, and provide logistical support before and during meeting.
• Work with the Deputy Executive Director and the Director of Finance and Operations to ensure compliance with legal and regulatory requirements and organizational standards, and assist in the timely preparation of accountability reports.
• Assist in researching, drafting and updating Oxfam policies and maintain the policy file.
• Undertake research and work on special projects as assigned by the Board.
• Maintain corporate records (e.g., Minutes, By-Law, correspondence) for the Executive Director's Office and participate in the organization and management of corporate information for Oxfam Canada.

Coordinate administrative relations and communications for the Executive Director's Office and the Board

• Ensure timely and accurate reporting to government and other bodies, in compliance with Oxfam Canada's requirements for corporate disclosure.
• Maintain relations between Oxfam and key external interlocutors (government departments, donors and members, Parliamentary offices, civil society organizations, Oxfam International).
• Coordinate and support the participation of Oxfam Staff and Board members in response to invitations received by the Executive Director.
• Ensure that information relating to the Executive Director's Office, the Board and its Committees is complete, accurate and available for Oxfam Canada's website and publications.
• Collect, collate and provide information in response to requests from Oxfam International.

Support the Executive Director and the Board to engage in philanthropic initiatives

• Provide scheduling and logistical support as required for the Executive Director and Board members to participate in donor meetings and events, in coordination with the Fund Development Department.
• Coordinate with the Fund Development Department as needed to personalize appeal mailings and notecards to donors from the Executive Director.
• Provide administrative support to the Executive Director or their designate in the approval of estate files, and coordinate with the planned Giving Officer and notary as required.
• Support in planning, coordinating and delivering fundraising-related events, as required by the Fund Development Department.
• Support the Executive Director and Senior Leadership Team in developing and maintaining donor partnerships and relationships, and preparing donation acknowledgments.
• Provide project management for specific initiatives, as required.

Perform other related duties as required, including project management for special initiatives.

REQUIRED KNOWLEDGE, EXPERIENCE & COMPETENCIES:

• The knowledge, skills and judgment required for this position would normally be acquired through completion of a University degree and at least five (5) years of directly related experience, or an equivalent combination of education and experience.
• Demonstrate initiative and the ability to work independently within defined guidelines.
• Excellent communication, organization, and interpersonal skills.
• Demonstrate good judgment and awareness of the sensitive nature of confidential material. Exercise tact and discretion, and demonstrate the ability to uphold ethical standards and maintain confidentiality.
• Ability to work in a team and under pressure, including willingness and ability to sometimes work irregular hours to meet deadlines and to accommodate Board and Committee meeting schedules. Demonstrate ability to meet deadlines.
• Experience in establishing and developing stakeholder relationships.
• Demonstrate experience in project coordination, and experience and interest in organizing events.
• Strong minute taking-skills and attention to detail. Excellent oral and writing skills in English are essential; fluency in French and Spanish would be an asset.
• Demonstrated ability to research, analyze and synthesize a large volume of information;
• Excellent knowledge of administrative practices and procedures including proficiency with word processing, spreadsheet, database, email, virtual meeting platforms, expense/invoice management and other computer software.
• Understanding and demonstrated commitment to global justice, feminism, anti-racism, justice, equity, diversity and inclusion are essential.
• Willingness to sign and abide by the Oxfam Code of Conduct.
• Experience working with Board of Directors and understanding of corporate government an asset.
• Experience working in the international development, human rights, humanitarian or social justice sectors an asset.

In addition to competitive pay, Oxfam Canada Offers:

• 35-hour work week and the ability to work flexible hours.
• A hybrid workplace where staff can work from home and the Ottawa office.
• 4 weeks paid vacation per year, plus paid office closure December 27-31.
• Extensive health, dental and wellness coverage for staff and their dependents.
• Paid sick days, and additional time off for personal and care responsibilities.
• RRSP contributions.
• Caring, compassionate and supportive work environment that recognizes that work is one of the many responsibilities we have to prioritize in our lives.
• Regular opportunities for all staff across Canada to meet – in person and virtually – to learn, connect and grow as a team

** MUST be eligible to work in Canada **

We recognize that structural barriers shape experiences and job qualifications. If you don't see yourself reflected in every job requirement listed in the posting above, we still encourage you to apply.

At Oxfam Canada, we firmly believe diversity is fundamental in fostering a thriving, equitable empathetic and compassionate environment where everyone feels listened to, respected, valued and connected to one another and to the organization. We are looking for exceptional individuals who share our principles.

All our work is led by six core values: Equality, Empowerment, Solidarity, Inclusiveness, Accountability, and Courage. We welcome applications from: women, Aboriginal persons, persons with disabilities, ethnic minorities, persons of minority sexual orientation or gender identity, visible minorities, and others who may contribute to diversification and share our values. If you are invited to continue the selection process, please notify us as soon as possible of any particular adaptive measures you might require. Applicants are encouraged to share accessibility needs in the application process, and every attempt will be made to accommodate them.

Important Note: All offers of employment are conditional upon signing our strict code of conduct, subject to satisfactory references and may be subject to appropriate screening checks. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for Oxfam Canada.

For additional career opportunities within Oxfam Canada, please visit Please note that we are not able to offer internships or overseas volunteer placements.

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We thank all those who apply, however, only those selected for an interview will be contacted.