Executive Coordinator

Reporting directly to the Executive Director (ED), the Executive Coordinator is responsible for maximizing the efficiency and functioning of the ED Office and Board of Directors by providing a high level of administrative and logistical support to multiple senior executives. As the main interlocutor between the ED and many staff and public and private stakeholders, the Executive Coordinator must be diplomatic and results oriented, with excellent writing and communication skills and a demonstrated capacity to effectively prioritize workflow in a fast-paced environment, identify priorities, adapt and respond accordingly. The Executive Coordinator may also be expected to work autonomously on the coordination, research and data collection, analysis and presentation of components of special projects delegated by the ED and Deputy Executive Director (DD). As a key member of the ED office, the Executive Coordinator is part of all Management Team (MT) meetings and Board Meetings, and is expected to work creatively to ensure the smooth integration and adoption of management initiatives.

Impact du poste

Relevant directement du directeur général, le/la coordonnateur/trice exécutif/tive est chargé/e d’optimiser l’efficacité et le fonctionnement du bureau du directeur général et du conseil d’administration en apportant un soutien administratif et logistique de haut niveau à plusieurs cadres supérieurs. En qualité de principal/e interlocuteur/trice entre le directeur général et un grand nombre de membres du personnel et d’intervenants des secteurs public et privé, le/la coordonnateur/trice exécutif/tive doit déployer de la diplomatie et accorder la priorité aux résultats, posséder d’excellentes aptitudes rédactionnelles et de communication, se montrer capable de hiérarchiser efficacement le volume de travail dans un milieu dynamique, de définir les priorités, de s’adapter et de réagir en conséquence. On s’attend également à ce que la personne retenue travaille de manière autonome à la coordination, la recherche et la collecte de données, l’analyse et la présentation de composantes de projets spéciaux que le directeur général et la directrice générale adjointe ont délégués. À titre de membre clé du bureau du directeur général, le/la coordonnateur/trice assiste à toutes les réunions de l’équipe de direction et à celles du conseil d’administration, et doit faire preuve de créativité pour garantir une intégration et une adoption  harmonieuses des initiatives de gestion.

Key Responsibilities

Relationship Management and ED Office Representation

• Clarify, prioritize, and follow-up on incoming issues and concerns addressed to the ED office, including those of a confidential nature. Determine appropriate course of action, referral, or response, practicing discretion and taking action accordingly.
• Contribute to screening and managing communications with internal and external stakeholders (including general public, MSF donors, the senior management team and other MSF entities), in certain circumstances determining appropriate response on behalf of the ED office. Draft and proofread a range of internal and external correspondence on behalf of the ED.

Executive Coordination to the ED Office

• Coordinate and schedule the ED’s agenda, including appointments, reservations and travel arrangements and itinerary and assist with preparation for events, meetings, media and donor engagements.
• Keep ED informed of upcoming commitments, relevant research background material, and following- up appropriately.

Special Project Leadership and Cross-Collaboration

• Lead, facilitate and document important and sensitive issues requiring legal input or other follow-up as required. These include the Trademark and Access to Information and Privacy (ATIP), Project Management Office support, Critical Incident Response, and other dossiers, in close collaboration with other ED Office members.
• In collaboration with the DD, organize and facilitate the Annual Program and Budget control cycle elements, including compiling data, dash boarding and preparation of annual reporting requirements, ensuring tight deadlines are met.

Administrative Support to the Board

In consultation to the Secretary of the Board, collaborates with and/or delegates to administrative staff and Association Coordinator to ensure:

• Coordination of Board meeting logistics and related events, circulating the agenda and ensuring timely organization of venues, catering, travel & accommodation, AV requirements, supplies & provision.
• Provision of documents and minute-taking of Board and other related meetings.

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Core Competencies

Planning and organization; Proficiency Level 3: follows up, plans activities and sets priorities
Results and quality orientation; Proficiency Level 3: improves performance and sets ambitious and realistic goals
Teamwork and cooperation; Proficiency Level 2: shares information and coordinates with team and/or others
Initiative and innovation; Proficiency Level 2: takes action in complicated and critical situations
Networking and building relationships; Proficiency Level 2: develops and diversifies networks

Knowledge and Experience

• Experience in senior administrative position
• Experience acting as a point of contact for senior executive (previous EA experience is preferred)
• Experience within a humanitarian organization

Languages

• Fluency in English
• Fluency in French

Job Information

Position Level: Individual Contributor
Department: Executive Director’s Office (EDO)
Position Status: Permanent
Activity Rate: 100% (37.5 hours per week)
Location: Toronto
Salary Grade: Level C on the MSF Canada Salary Grid, $65,530 per annum
Status: Must be legally entitled to work in Canada
Benefits: Health Spending Account, Lifestyle Spending Account, group insurance (Life, Dependent Life, AD&D), Peace of Mind plan (i.e. prescription drugs, accidental dental, hospital care, etc), 5% RRSP contributions (no matching required), starting 4 weeks’ Vacation/year, flexible work hours, annual professional development budget, Employee and Family Assistance Program (EFAP), free access to internal Psychosocial Care Unit Services and a positive and innovative office culture grounded in our core values of humanity, integrity and results.

Application

Interested candidates are invited to apply by providing their resume and responding to the questions in the online application.  Only electronic applications will be accepted.

The deadline for applications is Wednesday, 20 January 2021, 9:00 AM, EST. 

We encourage applications from individuals who self-identify as belonging to equity-seeking groups such as (but not limited to): Indigenous peoples, members of visible minorities, persons with disabilities, or women. 

NOTE: Any questions or concerns regarding accommodation and accessibility may be addressed to the Human Resources Officer, Susan St. Marseille, at 1-800-982-7903 ext. 4989.

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