Coordinator Job

The Coordinator is primarily responsible for the support of the office of the Vice-President. The incumbent supports the daily functions of the Vice President and their direct reports, attends meetings and records minutes, and ensures the filing of information remains relevant and up to date. He/she leverages activities and provides recommendations to the leadership team and VP, as well as liaises with the group’s Senior Vice President and other executives. The Coordinator will have group budget management (reconciliation, maintenance and forecasting) responsibilities.

Discipline Summary

• Supports general business operations by providing various administrative support activities as a generalist or in a combination of Disciplines in the Administrative Services Function
• Provides administrative support to Executive and/or nonexecutive employees or groups in the organization
• Uses business software applications to prepare correspondence, reports, presentations, agendas, minutes, or perform data entry
• Receives, screens and directs incoming calls, visitors, mail and e-mails
• May arrange business travel, coordinate meeting arrangements, and/or track expenses
• Identifies, enhances and follows specific processes and procedures to maximize the efficiencies of office workflows to which the support is being provided

Key Responsibilities

• Provides administrative support to the VP and the leadership team including, but not limited to, handling correspondence, managing and coordinating VP calendar and meeting agendas, tracking time and attendance, managing workflow, routing information, preparing documents and presentations, arranging logistics, processing inquiries, administering budgets
• Provides file, document or information storage and retrieval services including classification, organization and electronic data/Information entry or sourcing
• Manages VP’s travel scheduling and bookings
• Administers VP’s expenses and tracking
• Manages and coordinates Leadership meetings (including the development of agendas and materials) & minutes (Weekly, Monthly, Townhalls, etc.)
• Facilitating meetings using MS Teams with a diverse group of audiences from small to very large, including sharing presentations, creating and integrating meeting polls, managing participants and break-out rooms
• Manages group SharePoint & other group-based access requests
• Prepares communications and meeting materials, including PowerPoint presentations
• Solves administrative problems and initiates improvements to administrative standards, controls and processes
• Provides support on EDC events, both internal and external
• Provides support to the translation team, including coordination of translation requests, and vendor relationship management

Screening Criteria

• Completion of secondary school
• Minimum 3 years of varied administrative experience, including calendar management, email, budget management, purchase orders, invoices, event coordination and information management 
• Advanced Microsoft Office skills including Word, Excel, PowerPoint, MS Teams, Outlook and other related programs
• Strong written and spoken communication skills with the ability to communicate effectively at all levels of the organization, including senior management
• Strong business acumen skills, self-sufficient, energetic with exceptional customer service and multi-tasking skills 

Assets

• Administrative/Executive Assistant training
• Experience working with Technology/IT teams
• Knowledge of or experience with Agile principles and practices
• Bilingual in English and French

Salary Range

• $46,600 - $69,900 + performance-based incentive