Executive Coordinator, People and Culture Department

Application Deadline : OPEN Position Status : Full-Time, Permanent Position Type : Existing Vacancy Estimated Start Date : August 2026 Compensation : $70,000 - $90,000 Hours of Work : Based on 40 hours per week Work Location : Peterborough, Ontario

Hiring Contact

For questions about this position or the recruitment process, please contact: Dakotah Herron, Human Resources Business Partner

Are you a confident, energetic, and highly organized qualified who thrives on turning ideas into action and creating meaningful results? The Executive Coordinator is a high-impact role that serves as an extension of our Executive Leadership Team, helping translate strategic priorities, opportunities, and initiatives into polished outcomes that move the organization forward. This position is ideal for someone who is proactive, resourceful, and skilled at anticipating needs, coordinating priorities, and getting things done with a high level of professionalism and attention to detail.

As an important first point of connection for our organization, this role plays a significant part in creating a welcoming, professional, and positive experience for everyone who walks through our doors. You will be responsible for managing front-office operations while supporting employees, clients, partners, and visitors with a high level of service and professionalism. Working closely with executives and teams across the organization, you will bring energy, initiative, and exceptional organizational skills to a role where no two days are the same.

Key Responsibilities : Executive Operations and Strategic Support

- Serve as a trusted strategic partner to the President and Executive Leadership Team by providing high-level administrative, operational,



and strategic support that enables leaders to remain focused on organizational priorities and decision-making.
- Coordinate, monitor, and track organizational strategic initiatives, ensuring progress, accountability, and timely follow-up on key deliverables.
- Create and maintain executive dashboards, strategic summaries, internal and corporate project trackers, and reporting tools that provide visibility into organizational priorities.
- Anticipate executive needs by proactively identifying requirements, preparing materials, and coordinating activities in advance.
- Prepare executive briefing materials, presentations, speaking notes, and background information to support meetings, conferences, public speaking engagements, and employee and client interactions.
- Draft executive correspondence, organizational messaging, reports, and communications for review and approval.
- Act as a trusted resource to the Executive Leadership Team by identifying opportunities to improve efficiency, streamline workflows, anticipate needs, and optimize organizational processes.

Board Governance and Corporate Administration

- Coordinate all administrative aspects of the Board of Directors, Executive Leadership Team, and senior leadership meetings, including scheduling, agenda development, preparation and distribution of meeting materials, minute taking, decision log, and action item tracking and follow up.
- Coordinate Annual General Meetings,



shareholder meetings, strategic planning sessions, and other corporate governance activities.
- Support the preparation, coordination, review, and distribution of governance documentation, shareholder materials, reports, and other executive-level documents.
- Liaise with legal counsel and external advisors to coordinate documentation, approvals, and governance-related activities.
- Maintain corporate records, governance files, and organizational documentation while ensuring accuracy, confidentiality, and accessibility.

Executive Project and Meeting Coordination

- Advance internal and corporate projects and initiatives by developing timelines, monitoring milestones, tracking deliverables, and following up on outstanding action items.
- Establish and maintain executive decision governance by tracking key decisions, documenting rationale and ownership, monitoring follow-up activities, escalating overdue items as appropriate, and ensuring decisions are implemented and formally closed.
- Facilitate efficient and results-focused meeting practices by preparing agendas, documenting discussions, recording decisions, and ensuring completion of assigned actions.
- Coordinate executive calendars for organizational meetings, employee and client engagements, and strategic initiatives, while managing competing priorities.
- Prepare meeting summaries, status reports, and executive updates to support informed decision-making.
- Support executive planning through the coordination of recurring reviews, priority tracking, and organizational planning activities.

Corporate Operations and Organizational Support

- Ensure a professional and welcoming first point of contact for clients, partners, visitors, and employe

📌 Executive Coordinator (Peterborough)
🏢 D.M. Wills Associates
📍 Peterborough