Administrative Coordinator

Overview

Reporting to the VP, People, Culture & Strategic Policy the Administrative Coordinator will provide support for a wide range of confidential project and initiative, as well as administrative duties. Responsibilities include developing proposals for initiatives to support the OEB’s People Plan, event and logistics support coordinating meetings, managing calendars, communications support, rt, and operational/governance support.

The Administrative Coordinator is a talented multi-tasker, highly resourceful, able to act without guidance, technologically savvy, professional, demonstrates a keen sense of attention to detail and initiative, well organized with great time management skills, and conducts with extreme tact when managing confidential information.

Responsibilities

• Work closely with the VP, People, Culture & Strategic Policy to develop proposals and implement initiatives.
• Oversee and manage various special projects from initiation to completion, ensuring timely delivery and alignment with team goals.
• Prepare high-quality briefing notes and PowerPoint presentations for the Board of Directors, the Governance and People & Culture Committee, and the Executive Leadership Committee.
• Coordinate People & Culture programs, including learn@lunches, training workshops, and annual events such as Take Our Kids to Work Day, flu clinic, leadership retreats, holiday social, summer BBQ, Earth Day Cleanup, and other corporate events.
• Manage and coordinate calendars for VP, People, Culture & Strategic Policy, Director, People & Culture and Director, Strategic Policy to ensure all meetings, appointments, and events are efficiently scheduled.
• Manage meeting arrangements, including logistics, and preparation of relevant materials.
• Maintain confidentiality and professionalism in scheduling sensitive meetings.
• Serve as a liaison between leadership, internal teams, and external partners.
• Securely maintain sensitive information, files, data, documentation, and correspondence and ensure necessary approvals are received to meet legislation, standards, policies, and confidentiality requirements.
• Provide general administrative support, including travel arrangements, and other ad-hoc requests

Qualifications

• Undergraduate degree or diploma in Business Administration, related discipline, or equivalent.
• Minimum: 4 years’ experience in an administrative or project coordination role.
• Preferred: 5+ years’ executive level administrative experience in a public sector organization
• Proven experience as an Administrative Assistant, HR Coordinator, or in a similar administrative support role, preferably in a fast-paced, corporate, or public sector environment.
• Excellent proficiency in Microsoft PowerPoint, Excel, and Word, to Create visually appealing, data-driven presentations: Demonstrated advanced presentation software and data visualization experience to craft engaging and informative slides.
• Excellent organizational and time management skills, with the ability to manage change, work under pressure, manage multiple projects simultaneously both strategic and tactical.
• Exceptional written and verbal communication skills, with the ability to interact with all levels of the organization.
• Strong attention to detail and the ability to produce high-quality work under tight deadlines.
• Demonstrated self-starter with the ability to work independently, take initiative, and solve problems proactively.
• Experience with procurement processes, particularly in the public sector