Administrative Coordinator- One Year Contract

Job Responsibility: Job Summary

Reporting to the Executive Assistant (EA) to the President & Chief Executive Officer (President & CEO), the Administrative Coordinator will assist in managing the operation of the Office of the President & CEO. This position will assist in organizing and coordinating key events, including Board meetings, stakeholder meetings, and various delegations. The Administrative Coordinator will also support the EA in analyzing, assigning, and gathering information on key issues to facilitate decisions to be made by the President & CEO. This role also involves supporting the Annual General Meeting (AGM) and the DiscoveryX conference. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Duties and Responsibilities

• Work with the Executive Assistant (EA) to the President & CEO to provide comprehensive support to the President & CEO, Board of Directors, and Executive Team.
• Assist with the coordination and scheduling of the President & CEO's calendar, providing sophisticated calendar management and proactively determining priority items.
• Support the EA in acting as the front line for the President & CEO, managing incoming calls and inquiries, including prioritizing, screening, and redirecting callers appropriately.
• Help with maintaining a comprehensive filing system, which includes but is not limited to a record of all inquiries and information sent to and from the President & CEO.
• Assist with overseeing the maintenance of records and other material related to the Office of the President & CEO.
• Assist the EA in assigning tasks, supervising, and overseeing the work of other support staff with respect to administrative matters related to the Office of the President &CEO.
• Support the EA in collecting documents from all departments as required for meetings. The goal is a presentation of a complete and accurate package of information to the President & CEO to facilitate key decision-making.
• Help organize weekly Executive Team updates and weekly meetings, staff townhalls, other strategic and business-related meetings, including coordinating agendas, recording actions, and following up on progress.
• Assist in the coordination of President & CEO's travel itinerary. Help make decisions on events and itinerary timings, locations, and the coordination of consecutive meetings. Delegate meeting attendance to executives and other staff, as appropriate. Help solicit background information and prepare information files in advance.
• Assist in organizing and coordinating key stakeholder events, including Board meetings, external stakeholder meetings, and various delegations.
• Work with the EA to provide support to the Board of Directors and Board Chair. Help with coordinating the preparation of information for the Board of Directors. Assist in the preparation and distribution of all Board meeting minutes and records of meetings. Assist in coordinating Board meeting logistics and supporting the EA's role of acting as the key interface with members of the Board of Directors.
• Assist the EA on all administrative and secretarial duties related to the Board including: accurate minute taking of Board meetings and committee meetings, ensuring their distribution as appropriate; ensuring approved minutes are maintained in corporate records and are readily available when required; ensuring records of the organization are maintained including founding documents (letters of patent and articles of incorporation); managing posting of other Board materials in the board portal; and proactively anticipating and acting upon needs and requirements of the board and the meeting cycle, ensuring appropriate information is delivered to the board in a timely manner.
• Assist in the coordination and collection of information for the CEO report by gathering, organizing, and compiling data from various departments to ensure timely and accurate submissions. Conduct thorough reviews, edits, and formatting of the report to meet the CEO's standards, ensuring alignment with the company's strategic goals. Maintain confidentiality and provide professional and insightful contributions.
• Provide support for the Annual General Meeting (AGM) and the DiscoveryX conference, assisting with coordination of activities and/or administrative support as required, ensuring seamless execution of initiatives and fostering a collaborative environment.
• The Administrative Coordinator is also required to maintain the highest levels of confidentiality and professionalism when interacting with employees, senior management, the Board, and external stakeholders.
• May be required to perform other related duties as assigned.

Qualifications

• Formal education (minimum of 3-year college diploma), preferably in business.
• Minimum of 5 years of related experience in an executive administrative capacity.
• Excellent organizational skills
• Demonstrated experience in calendar management for busy executives
• Strong working knowledge of Windows (Word, Excel, PowerPoint, project planner, Outlook).
• Superior scheduling and project management skills.
• Well-developed internet, database, and e-mail skills.
• Occasional work outside of normal working hours as required.

OCI is committed to creating a diverse and equitable environment and is proud to be an equal opportunity employer. OCI welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.