Primary Functions:

The Executive Coordinator acts as the first point of contact between the general public, volunteers and staff and the Chief Executive Officer. They offer coordination support on numerous fronts to the board of directors, committees, Habitat for Humanity Canada and municipal relationships.

Reports To: Chief Executive Officer

Executive Coordinator Responsibilities:

• Provides administrative support to the CEO (e.g. scheduling, correspondence, monthly expense reports, reviews incoming documents etc)
• Coordinates the CEO’S schedules, appointments, reservations and travel arrangements
• Handles client and new business calls/e-mails and enquiries professionally and expeditiously
• Supports and maintains relationships with external stakeholders, partners and clients
• Drafts and /or edits CEO’S communications and letters as requested
• Participates in the preparation of strategic planning documents and operational plans
• Prepare proposals as directed
• Conducts general analysis and basic research as required
• Maintains CEO files and archives
• Manages office requirements such as phone, internet, and other software for the CEO’s office

Board and Committee coordination

• Coordinates all board and committee communications
• Coordinate all board and committee training and orientation
• Attends regular Board of Directors and committee meetings to provide administrative support and complete meeting minutes 
• Provides support to the committees and the Board in preparation and distribution of all supporting documents, prepares calendar of events, organizes meetings and functions 
• Participates in the preparation of strategic planning documents and operating plans 
• Maintains and updates all Board and committee lists and Terms of Reference documents  
• Supports the Nominations Committee with the nominations process
• Support the coordination of the AGM

Advocacy coordination

• Coordinate and build relationships with all of the municipal offices in Habitat for Humanity Greater Ottawa’s region
• Conduct research projects as needed to support municipal meetings
• Develop information packages regarding Habitat for Humanity Greater Ottawa
• Coordinate events as needed

Habitat for Humanity Canada communications

• Coordinates quarterly Affiliate survey upon request from Habitat Canada
• Coordinates the Habitat for Humanity Canada reporting cycles
• Maintains organizational information on Habitat Hub (Habitat Canada intranet site) as required

Qualifications

• Post secondary education in an administrative field or a combination of education and work experience
• Minimum 5 years experience in a senior administrative role
• Excellent skills in Sharepoint, Raiser’s Edge, Microsoft Office Suite products, Excel, Word, Outlook, PowerPoint
• Experience working in a non profit environment
• Experience working with a board of directors
• Must be able to work in a team environment
• Ability to work in a fast paced environment
• Strong project management skills
• Strong oral and written communication skills, preferably in English and French
• Ability to work with minimal supervision
• Must have car and valid driver’s license

Please submit a cover letter and resume to hr@habitatgo.ca.  

The salary band for this role is between $52,863 and $58,000 per annum based on experience. Habitat Greater Ottawa also offers a comprehensive health benefits plan, vacation and flexible personal days. 

Due to the nature of this role, the incumbent must be available to work onsite a minimum of 3 days per week at the office. Parking is available at no cost. Due to the nature of the organization, it can be expected at times to travel to the office, ReStores, and our build site.