Office Coordinator, Office of the CEO
Join us at Ottawa Community Housing, where we are more than a home to about 33,000 tenants across approximately 15,500 homes. As Ottawa's largest social and affordable housing provider, ranking second-largest in Ontario and fourth-largest in Canada, we're committed to enhancing tenant well-being through partnerships with local service providers and support agencies.
At OCH, diversity and equal opportunities are at the core of our workplace culture. We strive to mirror the vibrant communities of our city and have been honoured as the National Capital Region's Top Employer every year since 2018.
WE ARE PROUD BECAUSE EVERY DAY WE MAKE A DIFFERENCE!
Together, we're transforming tenants' lives by
“providing more than a home, because we care”.
What we offer
Joining OCH means making a meaningful difference every day. We provide opportunities to positively impact your community in multiple ways. Recognizing that our employees are the cornerstone of our organization, we offer a comprehensive and competitive compensation and benefits package, flexible work options, professional development opportunities, health and wellness programs, and more.
What we seek:
Ottawa Community Housing (OCH) is seeking a highly organized, proactive and resourceful Office Coordinator to support the Office of the Chief Executive Officer (CEO).
Reporting to the Senior Manager, Corporate Governance and Executive Operations, the Office Coordinator provides executive-level administrative and coordination support to the CEO, Senior Manager and Office of the CEO, while delivering a high standard of service to internal and external stakeholders.
The successful candidate will play a key role in coordinating the daily operations and priorities of the CEO's Office, supporting executive meetings and engagements, managing communications and follow-up, and leading the coordination of Board of Directors and assigned Board Committee activities.
Office Coordinator, Office of the Chief Executive Officer with OCH:
As the Office Coordinator, you will be at the centre of executive operations, working closely with senior leadership, Board and Committee members, and stakeholders across the organization.
Your work will contribute to effective executive decision-making, strong corporate governance and the coordination of important organizational priorities. Through sound judgment, attention to detail and a proactive approach, you will help ensure the CEO's Office operates efficiently, priorities are well managed and commitments are followed through.
This is an opportunity to contribute to the effective leadership and governance of an organization dedicated to providing safe, affordable housing and improving the lives of tenants across Ottawa.
As an Office Coordinator, Office of the Chief Executive Officer, some of the things you will do include:
Executive and Administrative Coordination
Provide expert administrative and coordination support to the CEO, Senior Manager and Office of the CEO, including the management of daily administrative activities and priorities.
Coordinate complex executive calendars, meetings and engagements, proactively managing competing priorities, anticipating requirements and resolving scheduling conflicts.
Coordinate the flow of information, correspondence, requests and priorities through the CEO's Office, assessing urgency, identifying required follow-up and escalating sensitive or time-critical matters as appropriate.
Lead the coordination of executive and corporate meetings and stakeholder engagements, including scheduling, agenda preparation, meeting materials, minute taking, tracking decisions and coordinating follow-up activities.
Attend internal and external meetings and engagements with the CEO to provide executive support, as required.
Research, compile and analyze information and prepare professional correspondence, briefing materials, presentations, reports, speaking notes and other executive communications.
Assist in responding to inquiries, complaints and stakeholder communications on behalf of the CEO and Senior Manager, ensuring a high standard of service and appropriate follow-up.
Coordinate and support corporate projects, initiatives, committees, activities and events, including planning, logistics, implementation, monitoring and follow-up.
Collaborate with departmental coordinators and the administrative support team to support cross-departmental initiatives, share information, improve administrative processes and promote consistency and efficiency.
Develop and maintain administrative workflows, templates, tracking tools and records management practices, identifying opportunities for continuous improvement.
Support financial and expense administration, including invoices, payments, corporate credit card reconciliations, expenses and travel-related documentation.
Assist with strategic and business planning activities, including the preparation and tracking of scorecards, work plans, performance measures and reporting tools.
Board and Committee Support
Lead the coordination of Board of Directors and assigned Board Committee activities, working closely with Committee Chairs, Board members, senior leadership and internal contributors.
Coordinate the development and preparation of Board and Committee meeting packages, CEO reports, presentations, speaking notes and scripts, ensuring accuracy, completeness and adherence to governance timelines.
Coordinate and attend preparatory meetings with Committee Chairs and senior executives, including the preparation of supporting materials.
Attend assigned portions of Committee meetings to capture key discussions, updates and developments and incorporate relevant information into the CEO's speaking notes for subsequent meetings.
Maintain Board and Committee meeting records and documentation, prepare draft minutes, track decisions and action items, and coordinate follow-up with responsible departments.
As an Office Coordinator, Office of the Chief Executive Officer, you can look forward to:
Meaningful work that improves tenant lives through safe, stable housing
The opportunity to help build stronger, more inclusive communities across Ottawa
A role with a purpose-driven, award-winning housing organization
An inclusive culture where you can be your authentic self and feel you belong
Career growth through training, mentorship, and development
Opportunities to engage in DEI initiatives, peer programs, and volunteering
Competitive compensation with a Total Rewards package and pension to support your health, wellbeing, and family
Pride in contributing to work that makes a lasting difference in your city
What you bring:
Education & Experience:
A typical candidate will have the following qualifications and experience. Exceptional candidates with different qualifications will be considered at the discretion of the employer if demonstrated experience, knowledge and ability warrant.
Successful completion of a post-secondary program in Office Administration, Business Administration, Public Administration, Communications, Governance or a related discipline.
A minimum of four (4) years of progressively advanced administrative experience, including senior administrative and executive coordination support.
Experience supporting senior leaders, coordinating complex administrative activities and preparing briefing materials, reports, presentations, meeting packages and follow-up documentation.
Experience coordinating Board governance activities and/or senior-level meetings.
Experience preparing professional correspondence, speaking notes, presentations, reports and other executive communications.
Experience researching, analyzing and synthesizing information from multiple sources to support reporting, planning and decision-making.
Experience using Microsoft Office, SharePoint, Outlook, collaboration platforms, workflow tools, AI-enabled tools and other corporate systems.
Experience handling confidential, sensitive and executive-level information with discretion, accuracy and professionalism.
Knowledge:
Extensive knowledge of office and administrative procedures and executive office practices.
Knowledge of Board governance practices, procedures and records management principles.
Knowledge of project and time management practices, including departmental planning, work plan tracking, reporting and executive briefing processes.
Knowledge of professional and executive communication standards and practices.
Knowledge of privacy requirements and the appropriate handling of confidential and sensitive information.
Advanced knowledge of Word, Excel, PowerPoint, Outlook, SharePoint, collaboration tools, database applications and other standard corporate software.
Knowledge of AI tools and platforms and their practical and responsible use in an administrative environment is considered an asset.
Understanding of OCH's vision, mission and values and the diverse needs of its tenant communities.
Knowledge of applicable health and safety legislation, statutory requirements, policies and procedures relevant to the position.
Skills and abilities:
Excellent organizational and time management skills, with the ability to manage competing priorities and tight deadlines in a fast-paced executive environment.
Strong written communication, proofreading and editing skills, including the ability to prepare clear, accurate and professional materials for different audiences.
Strong minute-taking skills and the ability to review and edit complex documentation.
Proactive approach with the ability to anticipate needs, identify potential issues, plan ahead and take appropriate action.
Excellent interpersonal and relationship-building skills, with the ability to interact professionally with senior executives, Board and Committee members, elected officials, colleagues, tenants and external stakeholders.
Strong attention to detail and a commitment to accuracy, consistency and quality.
Ability to exercise sound judgment, discretion, diplomacy and professionalism when handling confidential and sensitive matters.
Ability to work independently, take initiative and contribute effectively within a collaborative team environment.
Ability to assess potential organizational risks and recognize when issues require escalation.
Ability to coordinate complex meetings, projects and activities from planning through implementation and follow-up.
Ability to develop and maintain effective tracking systems, administrative processes and workflows and identify opportunities for continuous improvement.
Proficiency in using information technology, digital collaboration tools and emerging technologies to support administrative efficiency.
Proficiency in English, oral, reading and writing is required.
Proficiency in French, oral, reading and writing is required.
Other requirements:
Satisfactory Criminal Records Check
Ability to work outside normal business hours to attend meetings, meet deadlines and support CEO, Board, Committee and corporate meetings, activities and events, as required.
Work conditions:
This is a full-time (35 hours per week) hybrid position with on-site attendance as required.
Other details about the role:
Affiliation: Exempt
Salary: $69,168.56 - $86,521.38
OCH is committed to providing accommodations for people with disabilities. If you require an accommodation, please notify Human Resources and we will work with you to jointly address your needs.
BUILD YOUR FUTURE. INSPIRE CHANGE. MAKE AN IMPACT.
Apply now!