Board & Executive Administrative Coordinator

Position Status: Permanent Full-Time

Shifts: 75 hours biweekly, typically 8:30am-4:30pm

Reports to: Director of Administration

PURPOSE OF ROLE AND STRATEGIC ALIGNMENT

The Board & Executive Administrative Coordinator will provide high-level administrative support to the Executive Director, Director of Administration and the Board of Directors, contribute to the efficient functioning of the board and facilitate effective corporate governance. This role requires an organized and proactive individual capable of managing schedules, preparing reports, organizing meetings, and ensuring the confidentiality of sensitive information.

REPORTING AND WORK RELATIONSHIPS

• Reports to the Director of Administration
• Collaborates with all Leadership Team Members, employees and Board Members
• Supports board committees

MAJOR RESPONSIBILITIES

• Manage a wide range of administrative duties that support the Director of Administration and Management Team. This includes assisting with special projects, creating detailed documents, reports, and presentations, drafting and preparing correspondence, maintaining contact lists, and calendar management.
• Act as the point of contact for Board members, assist in organizing orientation sessions, and ensure Board-related documentation is accurate and up-to-date.
• Organize and schedule Board and committee meetings, including arranging logistics, preparing agendas, taking minutes, and ensuring follow-up on action items.
• Provide support for all Board Committees, including preparing for the AGM and generating financial and other requested reports to aid in Board oversight and decision-making.
• Ensure the filing of all legal and regulatory documents and monitor compliance with relevant laws and regulations.
• Maintain a well-organized and comprehensive filing system, ensuring compliance with legislative requirements (e.g., PHIPA, CRA) in records management practices.
• Manage service agreements with office equipment and IT service providers including electronic health records. Ensure organizational memberships are maintained.
• Provide excellent customer service, answering calls and greeting visitors with a friendly and professional demeanour.

ORGANIZATIONAL, TEAM AND PROFESSIONAL CONTRIBUTIONS

• Participate in the strategic, operational, and budget planning processes.
• Contribute to St. Andrew’s Residence Leadership Team and successful implementation of St. Andrew’s Residence’s strategic plan by establishing priorities, setting goals, implementing initiatives and monitoring progress.
• Represents St. Andrew’s Residence in a positive and professional manner, and promotes the best interest of the organization at speaking engagements and participating on external committees, task forces, and networks, as required.
• Performs all other duties as assigned from time to time.

REQUIRED QUALIFICATIONS

• Post-secondary education in Business Administration or a related field.
• 3 years of experience in an administrative role, with prior experience preferably within the Not-for-Profit or Healthcare sector.
• Prior experience providing support to executives and the Board of Directors.
• Strong organizational, time-management, and multitasking abilities.
• Excellent verbal and written communication skills,
• Ability to maintain confidentiality and exercise discretion in all matters.
• Ability to work collaboratively with staff, board members and volunteers.
• Experience with meeting coordination and record-keeping.
• Professional, emotionally mature and capable of making sound decisions under pressure.
• Proficiency in working with Microsoft Office, Excel, PowerPoint, and Outlook.

Why Join Us?

At. St Andrew’s Residence, you’ll be part of a team dedicated to enhancing the quality of life for seniors in our community. We value professionalism, compassion and collaboration- and we are committed to creating a supportive and inclusive workplace.

This position offers an opportunity for professional growth and advancement for candidates who demonstrate strong performance and alignment with the role.

Salary Range: $45,000-$48,000.

How to apply

St. Andrew’s Residence is an inclusive employer dedicated to building a diverse workforce. We welcome and encourage applications from all qualified candidates, who embrace our core values, and will accommodate applicants’ needs throughout all stages of the selection process. All information received relating to accommodation will be addressed confidentially.

Please send your cover letter and resume in PDF format as well as any questions or accessibility support requests to Sarah Baute, Human Resources Manager (sbaute@standrewsresidence.com) by May 14th, 2026.

We thank all candidates in advance; however, only those candidates selected for an interview will be contacted.