Executive/Office Coordinator (12-Month Contract)

About HIEC

HIEC is an innovative not-for-profit social enterprise focusing on partnership, mentorship and workforce development in Ontario. With over 30 years of experience as an active community-focused organization, HIEC aims to enhance career education and inspire youth to make informed career decisions.

Why Us?

At HIEC, our goal is to make a positive impact in the career journeys of others, and this also applies to our own internal team! We offer a team environment that encourages innovative ideas and an entrepreneurial spirit. We foster a culture of inclusion and belonging, so everyone feels valued, respected, and heard. Simply put as possible, we care about our employees (have a look for yourself!)

This role also offers:

- Competitive salary (we included the details!)

- Comprehensive company provided benefits after 3 months

- Mental Health Supports (Calm App Subscription, Better Help Sessions)

- 2 Weeks Vacation + a Holiday ShutDown

- Hybrid Work Environment

- PD Opportunities

Position Description

The Executive/Office Coordinator plays a pivotal role in ensuring the smooth and efficient functioning of the organization by managing a broad range of administrative tasks with precision and care. This dynamic position requires exceptional organizational, administrative, and communication skills, along with a strong sense of ownership and attention to detail. The ideal candidate will be proactive and committed to going above and beyond to support our growing team. The Executive Coordinator will collaborate closely with internal teams, providing essential operational support to enhance the overall efficiency and effectiveness of HIEC's Leadership team. Key responsibilities will also include managing travel arrangements, calendars, meetings, board duties, and other tasks as they arise. This position is best suited to someone who gets excited about contributing to organizational expansion and scaling and building processes that reflect organizational values (i.e. "we don't have this yet, let me start!")

We are looking for someone who is passionate about our sector and what we do within our community and beyond.

The Opportunity/Primary Responsibilities:

Board Duties

• Schedule, organize, and support board meetings, including preparing and distributing agendas, taking minutes, and maintaining board-related documents (bylaws, policies, binders, minutes).
• Assist Sub-Committee in all aspects of Board recruitment, Board election and re-election process, appointment of officers, etc.
• Assist with all onboarding activities for new Board members.
• Assist board members with administrative needs.

Administrative and Office Duties

• Continuously review administrative processes and office workflows to identify areas for improvement. Implement changes to enhance efficiency, support team productivity, and foster a culture of continuous improvement.
• Manage the general voicemail and email inboxes, directing inquiries to the appropriate individuals and responding to requests from internal or external customers.
• Assist the Human Resources Manager with managing and updating the VOIP and security systems as necessary.
• Maintain office supplies, equipment, and inventory; manage vendor relationships and coordinate maintenance and repairs with the landlord. Inform the Executive Team of routine office closures or impacts (e.g., water shut-offs, fire inspections, etc.); Facilities Management
• Oversee the office's day-to-day operations, ensuring a clean, organized, and functional workspace.
• Develop and implement effective administrative procedures to ensure the office's efficient operation. Recognize areas requiring process improvement and recommend alternatives.
• Develop a system for and manage the flow of information/documents to the Executive Team.
• Act as the office receptionist, handling visitors, incoming calls, deliveries, and mail distribution.
• Prioritize and schedule internal/external meetings and conference calls, including room reservations and technical arrangements; record meeting minutes as requested.
• Provide comprehensive administrative support to the Executive Team, specifically the Executive Director and Director of Operations. This includes managing calendars, booking meetings, preparing agendas, taking minutes, and drafting correspondence.
• Handle sensitive and confidential information with discretion.
• Assist with preparing and submitting expense reports for the Executive Director, ensuring compliance with company policies.
• Collaborate with the Events Department to arrange travel accommodations, meetings, and events for the Executive Team.
• Compile and synthesize information from various sources to create clear, concise reports, briefings, and presentations for the Executive Team and Board. Ensure all documents are accurate and well-organized for decision-making purposes.
• Draft and proofread documents for accuracy and completeness before submission.

Event Coordination

• Assist in HubSpot CRM management, assisting the team in maintaining and updating records, tracking interactions, and generating reports to support business development and client engagement.
• Arrange travel accommodations and manage scheduling for the Executive Team and other staff attending events.
• Coordinate event preparations at the office, including managing responsibilities, ensuring materials are ready, and assisting with setup.
• Manage invitations and scheduling for VIP guests, handling special requests and ensuring timely follow-up.

Other Duties

• Maintain a well-organized system of digital and physical files, ensuring all important documents are properly stored, easily accessible, and up to date for internal and external reporting purposes.
• Manage special projects as necessary, ensuring they align with organizational goals.

Our Ideal Candidate:

• A high school diploma or equivalent; a postsecondary degree, diploma, or certificate in office administration is a strong asset.
• Minimum five (5) years of experience providing administrative support to senior-level positions.
• Minimum five (5) years of experience in administration and office support/coordination.
• Experience in event planning and coordination is an asset.
• Experience and knowledge of HubSpot is an asset.
• Demonstrated knowledge of office administration skills.
• Advanced knowledge of MS Office (Word, PowerPoint, Excel) and Zoom/videoconferencing.
• A high degree of professionalism and discretion in handling confidential information.
• Strong organizational and time management skills, with the ability to manage multiple projects and meet deadlines; use discretion and judgement to manage shifting priorities.
• Effective problem-solving skills and the ability to work independently, efficiently, and accurately.
• Strong communication and interpersonal skills, with the ability to build positive relationships with stakeholders.
• Resourceful and proactive, with the ability to anticipate needs and identify solutions.
• Comfort with ambiguity and a focus on process improvement.
• Commitment to contributing to a diverse, equitable, and inclusive workplace.

Working Conditions:

• This hybrid role will vary in its in-office requirements on a week-to-week basis.
• Travel required within Ontario or Canada for presentations, partnership meetings, conferences, trade shows, etc.
• A valid Driver's license and access to a vehicle is required
  
• The successful candidate will be required to have a Criminal Background Check

We thank everyone who submits an application for their interest! Although our team is mighty, its still small; only successful applicants will contacted. To ensure that each candidate's journey is consistent and that it is a fair and equitable hiring process, we will not be responding to any personal messages regarding this role.

HIEC is committed to equity and creating a respectful and inclusive workplace culture that reflects the broad diversity of communities we work with. This includes people who identify as immigrants, refugees, women, Indigenous, Black, LGBTQ2S+ people of colour, and people with disabilities. Accommodations are available on request for qualified candidates during each stage of the recruitment process. Please note that candidates applying for Canadian job openings should be authorized to work in Canada. Please contact Human Resources by phone at (905) 634-2575 ext. 107