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

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).
- Solid 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 level

📌 Executive Coordinator (Toronto)
🏢 Marberg Staffing
📍 Toronto