Executive Coordinator

Salary - $36 per hour

Address – Downtown, Ottawa, ON

Employment Type: 2-month contract with the opportunity for extension and potential permanent employment

Our client is seeking a highly organized, detail-oriented Executive Coordinator to provide high-level administrative, project coordination, and executive support within a fast-paced leadership environment. This role is ideal for a proactive professional who excels at managing multiple priorities, coordinating executive activities, and supporting strategic initiatives.

The successful candidate will oversee scheduling, event logistics, project tracking, briefing preparation, correspondence management, and stakeholder coordination while ensuring the efficient operation of a senior executive office.

Key Responsibilities

Executive & Administrative Support

Provide day-to-day administrative and operational support to senior leadership.

Coordinate executive schedules, meetings, appointments, and events.

Track invitations, speaking engagements, and key commitments, ensuring timely follow-up and coordination.

Manage incoming and outgoing correspondence and ensure timely processing of documents.

Maintain confidential records and information with the highest level of discretion.

Liaise with contractors, consultants, government representatives, community leaders, and external stakeholders.

Project & Coordination Support

Coordinate and track multiple projects, deliverables, approvals, and deadlines.

Support the preparation and review of briefing notes, speaking notes, presentations, reports, correspondence, and other executive materials.

Assist in planning and coordinating meetings, conferences, events, and advocacy initiatives.

Monitor project progress and ensure stakeholders are informed of timelines and requirements.

Maintain organized filing and document management systems.

Stakeholder Relations

Build and maintain positive working relationships with internal and external stakeholders.

Communicate professionally with executives, community leaders, government officials, and partner organizations.

Support executive engagement activities, meetings, and special events as required.

Qualifications

Post-secondary education in Business Administration, Social Sciences, Public Administration, Political Science, or a related field; equivalent experience will also be considered.

Minimum 4 years of experience providing executive support, project coordination, political office support, or senior-level administrative assistance.

Experience working in government, advocacy, public affairs, non-profit, Indigenous organizations, or politically sensitive environments is considered a strong asset.

Exceptional organizational and time-management skills with the ability to manage competing priorities.

Strong project coordination and follow-through capabilities.

Excellent written and verbal communication skills.

Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Strong attention to detail and commitment to accuracy.

Ability to exercise sound judgment and maintain strict confidentiality.

Resourceful, proactive, and comfortable working independently in a fast-paced environment.

Strong interpersonal and relationship-building skills.

French language skills and/or knowledge of Indigenous organizations and governance structures would be considered assets.

What We're Looking For

The ideal candidate is a highly professional coordinator who thrives in a dynamic environment, can anticipate needs before they arise, and enjoys supporting senior leaders through exceptional organization, communication, and project management skills.