Job Description
We are an organization comprised of industry thought leaders who are passionate about health data and want to make a difference in the health care field. We are an independent, not-for-profit organization and together with our partners we provide essential information on Canada's health systems, enabling decisions that lead to healthier Canadians. As a valued member of the CIHI team, you and your work will have a pivotal role in the evolution of Canada's health care systems.
CIHI is recognized as an exceptional place to work that embraces diversity, respect, integrity, collaboration and innovation. Learn about our Equity, Diversity and Inclusion Strategy and the work being done to create a more inclusive and welcoming organization by focusing on how we learn, govern and practise.
At CIHI, we recognize what matters to our employees. Some of the benefits of working at CIHI include
- Retirement Planning Program
- Generous vacation days for permanent and long-term contracts
- Work-life balance
- Learning and Professional Development Program
- Flexible benefits program from your first day on the job for permanent and long-term contracts
Why is this role important?
Job Summary
The Executive Coordinator works directly with the President and CEO and executive team. They provide executive administrative assistance and coordination support to the President & CEO, the Executive Director, Federal Relations, and the Director of Strategic Partnerships and Engagements. They are an integral member of a highly dynamic team, responsible for coordinating day to day activities in the office, including drafting correspondence, managing calendars, responding to, or redirecting inquiries from internal and external stakeholders, including senior level officials. The Executive Coordinator also supports budget reporting, and monitoring, and keeps key documentation and correspondence appropriately maintained and organized.
What you'll do
Duties and Responsibilities
1. Using a high level of initiative, discretion, and judgment, administers and co-ordinates the day-to-day activities of the President and CEO, the Executive Director, and Director within the office of the President and CEO.
2. Works closely with members of the President and CEO’s office to help manage the flow of information to and from the President’s office; acts as a liaison for both internal and external stakeholders; schedules executive meetings; arranges travel, completes expense claims, and maintains accurate records.
3. Coordinates meeting logistics, tracks the flow of correspondence, operates a “Bring Forward” system and performs quality checks of correspondence and memos, ensuring the CEO is provided with all necessary meeting information.
4. Provides support to the Governance and Strategy team for the Board of Directors and Board related committee meetings, including maintaining board member contact list, providing board portal training to new board members and their staff, working with committee chairs to identify appropriate meeting times, and sending out meeting invitations as needed.
5. Manages tools and systems (e.g., MS Teams Planner, internal procurement software, etc.) for action items and follow-up to keep the activities and agenda items for the Office of the President and CEO organized and well managed.
6. Supports the preparation of monthly expense reports for the monitoring, tracking, and planning of budget.
7. Acts as the first point of contact for inquiries to the Executive Offices. Screens incoming inquiries and correspondence. Deals with internal and external stakeholders at all levels. Composes replies to general inquiries of a non-technical nature, acknowledgements, and interim replies.
8. Liaises with various internal departments (e.g. editing, translation, and web) to produce and coordinate content that supports activities of the Office of the President and CEO, as well as ensure effective internal communications.
9. Participates in special projects, collaborates with staff from across the organization, and completes other administrative and coordination duties as required.
What you'll bring to the table
Knowledge and Experience
• Fluency in both official languages(English and French is mandatory.
• Education at the post-secondary level or equivalent related education/experience.
• Minimum 5 years related administrative and coordinating experience supporting senior level staff.
• Strong written and verbal communication skills in French and English.
• Proven ability to manage projects, with excellent prioritization and time management skills.
• Proven logistics and organization skills with strong attention to detail.
• Ability to work in a dynamic environment continuously moving between tasks and prioritizing multiple duties and responsibilities.
• High degree of initiative, discretion, and diplomacy with an emphasis on professional demeanor.
• Demonstrated ability to maintain confidentiality with matters of the executive office.
• Excellent interpersonal skills and strong attention to detail.
• Experience supporting a Board or Committee of a Board of Directors considered an asset.
• Strong working knowledge of the Microsoft Office Suite (Word, Excel and Powerpoint), email and electronic calendar software.
To find out more about this role and other exciting opportunities visit our website at www.cihi.ca and check out our 'Careers' section.
We thank all those who apply, however, only candidates selected for an interview will be contacted.
At CIHI we are committed to fostering an inclusive, barrier-free and accessible environment. Part of this commitment includes arranging accommodations to ensure an equitable opportunity to participate in the recruitment and selection process. If you require an accommodation, we will work with you to meet your needs.
Please note the CIHI Recruiting Team uses email to communicate with applicants. Please make sure your profile has an updated email address that is checked regularly, including the junk/spam mail folder, as we send time sensitive emails (i.e. testing and interview bookings).
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