Executive Coordinator - Programs and Services

Job Posting Closes: October 29, 2026 at 5:00pm

About Us:

The Canadian Mental Health Association Waterloo Wellington (CMHA WW) provides a full care system for those with addictions, mental health or developmental needs. We serve everyone from children to adults to seniors, all under one roof. Our programs help individuals and families to lead lives filled with meaning and promise. We have 400 staff at offices in Cambridge, Waterloo, Kitchener, Guelph, Fergus, and Mount Forest. 

We are fully accredited by Accreditation Canada and are proud of our Exemplary Status (the highest standing) received at our most recent accreditation exercise.

Why Join our Team:

Competitive Compensation and Benefits: Our compensation package includes a competitive salary and generous benefits supporting the wellness of our staff. We are proud to be members of the Healthcare of Ontario Pension Plan (HOOPP) offering one of Canada’s largest and most respected defined benefit plans.

Career Development Opportunities: Our wide range of services and supports allows for varied opportunities for career growth. Our multi-disciplinary approach to care offers cross collaboration and enhanced opportunities for learning. A formal succession planning process is key to our internal leadership recruitment.

Values that include: Mutual Respect, Accountability, Integrity and Excellence and Innovation and a culture that is welcoming and inclusive.

Commitment to Health and Safety: We have a strong health and safety culture at CMHA WW and work tirelessly to address the health and safety needs of staff and the people we serve.

The Opportunity:

We are recruiting for an Executive Coordinator - Programs and Services

• This is a contract full-time position until May 19, 2028 to fill an existing vacancy (35 hours per week Monday to Friday 9am to 5pm) based at 737 Woolwich St. Guelph.

The Executive Coordinator – Programs & Services (EC – Programs & Services) is a key member of the Administration Team, providing executive-level administrative and operational support to the Senior Leadership Team and contributing to the effective functioning of the organization in a complex and dynamic environment. This position supports organizational excellence by coordinating high-level schedules, managing confidential and sensitive information, and facilitating corporate governance, operational systems, and cross-functional initiatives across the Canadian Mental Health Association Waterloo Wellington (CMHA WW).

Reporting to the Manager, Governance and Administration, the EC – Programs & Services contributes to a collaborative, flexible, and solutions-focused team that adapts to shifting priorities and supports Senior Leadership, leaders and staff in delivering high-quality mental health services to clients and families.

The Executive Coordinator – Programs & Services performs a wide range of duties for the Canadian Mental Health Association Waterloo Wellington, which may include, but are not limited to, the responsibilities outlined below. Other relevant responsibilities and duties may be assigned as needed to support organizational priorities.

Executive Leadership Administration and Strategic Coordination

• Provide comprehensive administrative support to Senior Leadership, including management of complex, fast-paced calendars while prioritizing competing demands, and coordinating high-level meetings and initiatives while maintaining a high degree of confidentiality, discretion and professional judgement.
• Serve as a primary point of contact for internal staff inquiries, community partners, and external stakeholders, ensuring professionalism, responsiveness, and discretion in all communications.
• Coordinate and support organizational committees, councils and leadership meetings by managing scheduling, preparing agendas, compiling and formatting materials, recording meeting minutes, arranging logistics (including catering and organizing meeting locations), and tracking follow-up actions to completion.
• Draft, edit, and format internal and external communications, including correspondence, reports, forms, SharePoint content, presentations, and visual materials (i.e. posters and infographics), ensuring clarity, accuracy, and alignment with CMHA WW branding and standards.
• Monitor progress on organizational work plans and strategic priorities, providing administrative tracking and follow - up to support timely execution.
• Assist in planning and executing agency events, including all-staff meetings and recognition initiatives.
• Support purchasing and procurement of agency and program resources in accordance with agency policies and Broader Public Sector (BPS) procurement standards.
• Assist with coordination and communication of internal and external training and professional development opportunities, including registration support for Directors, Leaders and staff.
• Prepare reports, assist with policy updates, and support quality improvement and evaluation initiatives, contributing to the ongoing enhancement of programs, services, and processes across CMHA WW.

Program Operations and Service Delivery Support

• Provide comprehensive administrative support to Service Directors and Leaders across CMHA WW programs and services, including resource purchasing and management, development and posting of program materials, SharePoint sites updates, training coordination, committee support, team scheduling and other program administrative support as needed.
• Coordinate and support program and service level committees and councils (e.g., Human Services & Justice Coordinating Committee, Youth Council, Interprofessional Service Advisory Group), including scheduling, documentation preparation, and follow-up action.
• Support agency administrative operations including SharePoint site updates and maintenance, room bookings, catering coordination, agency and staff events, and community events hosted at CMHA WW sites.
• Provide responsive and proactive follow-up on meeting requests, inquiries, and action items requiring Leadership attention to ensure timely resolution and operational continuity.
• Facilitate clear, accurate, and timely communication between the Leadership Team and internal stakeholders to promote organizational efficiency and accessibility.
• Liaise with external community and system partners and the public, as required, representing the organization with professionalism and responsiveness.

Organizational Collaboration and Administration Team Support

• Actively participate in Administration Team meetings, cross-agency initiatives, and organizational planning activities.
• Support special projects and internal initiatives as directed by the Manager, Administration and Governance, maintaining accurate timelines and monitoring deliverables to ensure timely completion.
• Facilitate knowledge transfer and process orientation for new Administrative Team members to ensure alignment with agency policies, procedures, and performance expectations.
• Provide vacation coverage and additional support during peak periods to ensure continuity of administrative operations.
• Foster collaboration across services, programs, departments, and community partners to support coordinated and client-focused service delivery.
• Support the organization’s Equity, Inclusion, Diversity and Anti-Racism (EIDAR) initiatives through administrative coordination and participation in related activities.
• Maintain strict adherence to confidentiality, information security, and records retention standards, safeguarding sensitive information with professionalism and discretion.
• Apply CMHA WW privacy, quality, and risk management standards consistently across all responsibilities and duties.
• Demonstrate commitment to CMHA WW’s Mission, Vision, and Values in all daily work and professional interactions.

Qualifications:

• Completion of a post-secondary diploma in Business, Office Administration or a related discipline is required, post-secondary degree is preferred.
• Minimum of three (3) years of administrative experience, previous experience in healthcare administration and/or community services is considered an asset.
• Meticulous attention to detail and organizational skills, including the ability to prioritize competing tasks and manage shifting priorities effectively.
• Excellent time-management and project management skills, with the ability to prioritize competing tasks and adapt to shifting demands.
• Strong written and verbal communication skills, with the ability to craft compelling messages tailored to different stakeholders.
• Demonstrated ability to maintain confidentiality and handle sensitive information with discretion, along with foundational financial administration skills such as credit card reconciliation and accurate record-keeping.
• Ability to anticipate needs and take proactive initiative in supporting Senior Leadership and Leaders, paired with strong problem-solving and critical-thinking skills to effectively manage complex, time-sensitive priorities.
• Advanced proficiency in MS Office (Outlook, Word, Excel, PowerPoint) and PDF tools, with additional experience using Teams, SharePoint, Visio, or design software (e.g., Publisher, infographic tools) considered an asset.
• Valid G Class driver’s license, access to a reliable personal vehicle, and appropriate insurance (travel to on-site meetings, events, and agency partners may be required).
• Embodies and promotes CMHA WW’s core values of Mutual Respect, Integrity, Accountability, Excellence, and Innovation in all professional interactions and decision-making.

If you are interested in this position, please submit a resume and cover letter in one document outlining how your skills, qualifications and experience meet the position requirements.

CLASSIFICATION AND RATE OF PAY:  Level 4 (Non-Union) $29.29 to $35.56 per hour

CMHA WW, as an equal opportunity employer, embraces diversity and is committed to creating an inclusive workplace.  Our goal is to attract, develop and retain talented employees from diverse backgrounds, allowing us to benefit from a wide variety of experiences and perspectives. We welcome applications from all qualified persons.

*We do not use AI in our screening process.