Executive Coordinator

Executive Coordinator to Executive Director and Board, for provincial government community services agency client, downtown Toronto.

Marberg Job Number: 2925.

Job Type: Temporary.

Initial Term: From November 9, 2026 to March 31, 2027, with possibility of extension.

Existing Vacancy: Yes.

Compensation: $38.46 per hour.

Regular Work Hours: From 9 a.m. to 5 p.m. not including 1 hour unpaid lunch break, Monday to Friday (35 work hours per week). Additional paid hours periodically required to attend Board meetings, weekdays between 4 pm-7 pm.

Work Location: Hybrid - combination of 3 days onsite and 2 days remote. Onsite work requirements may change according to client business requirements.

Position Supports: Executive Director.

Responsibilities Summary:

Provide executive administrative and coordination support to the Executive Director and Chair of the Board of Directors, as well as administrative support to the Board and executive management team. Responsible for courteous interactions with clients and stakeholders, and for representing the Chair and Executive Director with external contacts.

• Coordinate Board of Directors and committee meetings, including scheduling, agendas, meeting arrangements, and distribution of materials.
• Prepare, edit, format, and distribute Board meeting packages, reports, correspondence, and supporting documentation.
• Record detailed meeting minutes, including near-verbatim notes when required, and track action items and follow-up activities.
• Coordinate meeting logistics, including virtual meeting platforms, audiovisual equipment, travel arrangements, and accommodations.
• Maintain Board records, SharePoint sites, and governance-related documentation, ensuring compliance with applicable policies and directives.
• Provide comprehensive administrative support to the Executive Director, including complex calendar management, meeting coordination, and correspondence.
• Monitor incoming communications, identify urgent matters, and coordinate appropriate responses and follow-up.
• Draft, edit, and format professional correspondence, reports, presentations, and other executive materials.
• Coordinate meetings involving senior leadership, Board members, government representatives, and external stakeholders.
• Maintain confidential records and documentation with a high degree of accuracy and discretion.
• Support special projects and provide administrative assistance to the senior management team as required.
• Manage multiple priorities, responding effectively to changing deadlines and urgent requests.
• Additional administrative and coordinative responsibilities to senior leadership as required.

Qualifications:

Education: Post Secondary Degree or Diploma in Business Administration, Public Administration or related discipline, or equivalent combination of work experience and education.

Preferred Work Experience: At least 2+ years of experience providing administrative support to executive leadership and Board Directors.

Preferred Sector Experience: Public sector experience, board governed organization experience or legal sector experience preferred.

Technical and Language Skills Requirements:

• Advanced proficiency in MS Office including Word, Excel, PowerPoint, Outlook, Teams (will be tested). Microsoft Office, other software tools and platforms such as Survey Monkey, Copilot, Doodle, etc. and work well with time-sensitive and urgent deadlines.
• Proficiency with Adobe Acrobat (will be tested).
• Proficiency with SharePoint (may be tested).
• Strong typing and attention to detail (will be tested).
• Ability to use software tools and platforms such as Survey Monkey, Doodle, Zoom, Copilot, website maintenance software, social media platforms, and approved emerging technologies.
• Expert Level English written and reading comprehension skills including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax (will be tested).
• Expert Level English conversational skills suitable for a diverse range of audiences including the general public and senior leadership, and polished, professional telephone manners.

Task -Based Qualifications and Additional Attributes:

• Ability to take verbatim or near verbatim minutes and notes.
• Ability to write clear correspondence such as emails and letters, and draft written materials for website or other online sources from verbal or written notes.
• Demonstrated experience with administrative and business best practices of an executive office in the public sector.
• Demonstrated experience with office administration procedures and best practices from a legal environment.
• Ability to communicate technical and legal information to a variety of audiences, taking into account varying levels of understanding.
• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Experience at working with the general public. Pleasant and courteous, with proficient de-escalation skills. Excellent listening skills, and the ability to provide and receive effective feedback.
• Proven ability to respond to sensitive and confidential matters with tact, discretion, and excellent judgement in the interpretation and application of instructions and organization policy.
• Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

Additional Requirements:

• Work is performed in a physically secure work environment, however the position will occasionally be required to interact verbally with the general public, including individuals who may be poorly communicated or irate.
• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work both remotely and onsite, abiding by organization health and safety policies.
• Ability to work flexible and evening hours as required.
• Ability to promptly provide 2-3 recent, qualified employment references upon request who are available to speak with either Marberg or Marberg's client.
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Additional satisfactory Background Checks, Technical Skills Evaluations, Interpersonal Skills Assessment. and Employment References as required.

Application Notes:

We are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal/#/jobs for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

Candidates are only contacted via official phone call, email, or Linkedin message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

No AI tools are used to screen, assess or select employment applications. All candidate selection processes are performed by qualified recruiters.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.