Executive Coordinator / Coordinateur·trice exécutif·ve

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  • Contract
  • Canada

World University Service of Canada


Executive Coordinator

This is a bilingual position – requires a working knowledge of both official languages (French and English). To qualify, you must be able to speak, read, and write in your second official language at the intermediate level.

POSITION LOCATION Ottawa, Hybrid – work from home and our Ottawa Office

(Person must be legally authorized to work in Canada; – WUSC will not facilitate any work authorization process)

BACKGROUND

WUSC (World University Service of Canada) is a Canadian non-profit organization working to create a better world for all young people. We bring together a diverse network of students, volunteers, schools, governments, and businesses who share this vision. Together, we develop solutions in education, economic opportunities, and empowerment to overcome inequality and exclusion for youth around the world, particularly young women and young refugees. WUSC currently works in 25 countries across Africa, Asia, the Middle East, and Latin America, with an annual budget of approximately CAD $57 million. We have over 300 staff across Canada and the globe, working in collaboration with a diverse set of donors and partners to achieve our organizational vision.

RESPONSIBILITIES

Under the supervision of the Chief Executive Officer, the Executive Coordinator will be responsible for supporting the Executive Office, the Senior Management Team, and the Board of Directors in the management and oversight of corporate responsibilities.

Executive Office Management and Coordination

  • Support the Chief Executive Officer and the Senior Management Team in planning, organizing, coordinating and documenting strategic planning processes and oversight functions
  • Support the Executive Office in the organization of appointments, travel, internal and external communications, and official correspondence
  • Maintain the corporate calendar
  • All other related duties, as assigned by the Chief Executive Officer

Secretary to the Board of Directors

  • In collaboration with the Chief Executive Officer, support the effective functioning of the WUSC Board of Directors and its committees
  • In collaboration with the Senior Management Team, prepare and circulate Board meeting documentation packages, as well as take and distribute Board meeting minutes
  • Support ongoing communication with members of the Board, including coordinating the self-evaluation process
  • Coordinate all arrangements for Board and committee meetings including travel, hotel, reimbursements and payment of expenses, technical support, and social functions

Governance and Stakeholder Relations

  • Act as point person for questions or activities related to WUSC’s bylaws and governance structure
  • Assist in ensuring compliance with provisions in WUSC’s governing documents and applicable regulations
  • Coordinate the WUSC Annual General Assembly and manage relationships with WUSC members as needed
  • Coordinate WUSC awards
  • Work closely with staff around university and college membership, facilitating membership renewal, tracking membership visits and contacts, maintaining strong relations with members and providing required assistance
  • Ensure coordination across the organization in terms of stakeholder relationships
  • Provide support to government relationships, including but not limited to monthly lobbyist reporting
  • Support the CEO in stakeholder relationship management, including meetings, correspondence, prep, follow up, etc.
  • Coordinate WUSC’s representation and membership in various external networks (in collaboration with the CEO and the Senior Management Team)

Event Planning/Coordination:

  • Coordinate and support organizational events such as staff meetings and retreats, high profile visits, and institutional and alumni events

QUALIFICATIONS AND COMPETENCIES

Education

  • Bachelor’s or Master’s degree or equivalent preferred

Experience & Competencies

  • A minimum of seven to ten years of relevant experience
  • Good understanding of NGO management and governance
  • Experience with the process of strategic planning and organizational goal setting
  • Considerable experience with office administrative management in a similar position, reporting to or dealing with senior staff and Directors of a Board
  • Experience with the varied aspects of corporate meetings (minutes, logistical arrangements, etc.)
  • Sound experience coordinating special events
  • Exceptional communication skills, including verbal, writing, and proofreading skills in both English and French
  • Highly organized with a strong attention to detail
  • Ability to manage multiple projects and work assignments simultaneously
  • Proven judgment, diplomacy, integrity and discretion with confidential information

Language Proficiency:

  • Fluency in English and French (Bilingual position – requires a working knowledge of French and English. To qualify, you must be able to speak, read, and write in your second official language at the intermediate level)
  • Spanish and/or other languages would be an asset

CONTRACT TERM Indeterminate, full-time permanent. The person selected will be offered an employment contract from Canada (you must hold a valid work authorization – WUSC will not facilitate any work authorization process).

SALARY LEVEL A local salary and compensation package based on WUSC’s salary grid Level PRO3 (CAD$75,000-$85,000) will be discussed during the selection process.

APPLICATIONS

WUSC’s activities seek to balance inequities and create sustainable development around the globe; the work ethic of our staff, volunteers, representatives and partners shall correspond to the values and mission of the organization. WUSC promotes responsibility, respect, honesty, and professional excellence and we will not tolerate harassment, coercion, sexual exploitation or abuse of any form. Successful applicants will be required to undertake an enhanced criminal record check where appropriate.

WUSC is an equal opportunity employer. We welcome and encourage applications from people with disabilities. Accommodations are available upon request for candidates taking part in all aspects of the selection process. Only those candidates selected for an interview will be contacted. No telephone calls please.

Person must be legally authorized to work in Canada – WUSC will not facilitate any work authorization process

CLOSING DATE FOR APPLICATIONS May 13, 2024, 09:00 ET

How to apply

Apply here: https://wusc.bamboohr.com/careers/26

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