Executive Coordinator - Toronto, Canada - Girl Guides of Canada-Guides du Canada

Girl Guides of Canada-Guides du Canada

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Girl Guides of Canada-Guides du Canada (GGC), a national membership-based organization, empowers every girl in Guiding to discover herself and be everything she wants to be.

Our mission is to be a catalyst for girls empowering girls. Together, we're building our vision of _A better world, by girls._

GGC is actively searching for an
Executive Coordinator
-
Hybrid work arrangement (at least 2 days in office per week)._

ABOUT THIS OPPORTUNITY
The
Executive Coordinator is a key member of the Executive Office team.

Their mandate is to proactively organize the day-to-day operations of the Executive Office, ensuring all matters are dealt with in accordance with highest standards of excellence and best practices.

The team relies on the Executive Coordinator to provide support, especially in high-pressure and busy times.

In providing support for the department, the Executive Coordinator has five key areas of responsibilities: (1) to be responsive and provide ongoing support to the CEO, Manager and Executive Office team, (2) to ensure the documentation and maintenance of the Executive Office databases, SharePoint sites, files, and records, (3) to coordinate budget tracking and process invoices/expenses, (4) to coordinate all meeting logistics and travel, and (5) to support social media content creation and deployment.

To successfully deliver the Executive Coordinator is patient, exceptionally detailed-oriented, gets personal joy from helping others, is exceptionally organized, creative, welcoming and customer focused.

The Executive Coordinator is an expert in administrative support and can be relied upon to provide recommendations for process and procedure improvements in order to better serve the department and its many stakeholders' needs.

RESPONSIBILITIES:

The Executive Coordinator will:

Provide proactive administrative support including scheduling, printing, meeting logistics, travel planning (flights, hotels, meals, ground transportation etc.) for the CEO, Manager Executive Suite & Governance, Board of Directors, Provincial Commissioners and the senior leadership team (as directed)
Provide administrative support for initiatives and projects by, or involving the Executive Office (especially for the National AGM)
Ensure proactive responses are provided for all inquiries, requests, complaints etc. and inform the Manager Executive Suite & Governance on appropriate followup
Show discretion and exceptional judgement in handling confidential and sensitive matters
Work collaboratively with colleagues to research and develop new ideas for process improvement
Administer and track monthly expenses against budget and reconcile expenses for the CEO, COO, Manager Executive Suite & Governance and Board of Directors
Coordinate in person meetings by arranging meeting venues, ordering meals, preparing and distributing agendas, ensuring AV requirements, catering, and attending meetings to record minutes (as needed)
Liaise and support Board Chair, the Board of Directors and Board Committees from time to time
Coordinate record keeping and process documentation for the Executive Office including the maintenance of electronic and hardcopy filing systems and managing the filing systems, contact database, SharePoint sites
Support the upkeep of web pages/microsites
Provide all technical and administrative support for SharePoint including training and troubleshooting
Liaise with Members, volunteers, senior management and other staff
Support the accurate maintenance of committee listings in the iMIS database and global directory by communicating any changes to the appropriate Members and staff and informing the Help Desk
Develop deliverables that presents information in a compelling, logical and clear manner based on needs and requirements of task/project
Take ownership for tasks and deliverables with the ability to understand the implications of findings and develops recommendations
Build strong and positive working relationships with various stakeholders
Support the creation and coordinating of social media posts on Twitter, Facebook, LinkedIn, and Instagram
Other duties as assigned

YOU ARE AN IDEAL CANDIDATE & WILL THRIVE IF YOU:

Have a post-secondary education or relevant experience in Business Administration, Political Science or Education or relevant disciplines
Have 23 years of relevant work experience
Have experience supporting a Csuite level executive in a startup, university or notforprofit that has a facepaced environment and is constantly changing (by the hour)
Are a selfstarter who knows how to "run with a task", ambitious and can work both independently and with a team
Are proactive and think about how to solve a problem before it even becomes a problem.
Are patient, welcoming, and customerfocused in your delivery of support as being helpful is your default and it brings you joy.
Stay calm under pressure you don't get flus