Job Description

41-2025 Executive Coordinator & Board Liaison - Permanent Full-time

We are seeking a highly organized and proactive Executive Coordinator & Board Liaison who brings exceptional administrative, governance, and project coordination skills to the Executive Office. This is a pivotal role supporting the Executive Director, Associate Executive Director, and Board of Directors, while also playing a key part in advancing organizational projects and strategic initiatives.


If you're a collaborative professional with project management experience and a commitment to excellence, join a values-driven organization with a 100+ year legacy of strengthening Ottawa families.


Location: Ottawa, Office-based


Start Date: Immediate


Position: Non-Union


Salary Range: $52,427.85 to $64,725.20, comprehensive benefits


Job ID: 41-2025 - Executive Coordinator & Board Liaison

ABOUT US

Family Services a la famille Ottawa (FSO-SFO) has been strengthening individuals and families--and, by extension, the Ottawa community--since 1914. We provide skillful and compassionate support to help people navigate mental health concerns, parenting challenges, and family conflict or violence. Through accessible counselling, support groups, and educational programs, families increase their knowledge and skills, adopt healthy strategies, build meaningful connections, and enhance resilience. We serve individuals across the lifespan and within all types of family constellations, including children, youth, transitional-aged youth, adults, seniors, couples, and families. Our work is grounded in the real needs of clients, the complex environments they live in, and a strong foundation of clinical and mental health expertise.


From Mothercare during the influenza epidemic of 1917, to supporting families during post-WWII reintegration, to redefining family therapy to reflect the diverse realities of "family"--FSO-SFO continues to innovate and evolve in response to the changing needs of our community.


We strive to lead and convene the best and promising practices, ensuring our services remain relevant and impactful. Today, 98% of clients report that working with FSO-SFO has had a positive impact on their lives.


As an accredited non-profit charitable organization, FSO-SFO is a trusted pillar of the Ottawa community. Our team is united by a commitment to well-being, belonging, community, accountability, and client-centered care. Join us in making a lasting difference for Ottawa families.

ABOUT THE POSITION

Reporting to the Executive Director and Associate Executive Director, the Executive Coordinator & Board Liaison provides high-level administrative, governance, and project support to the Executive Office. This role acts as a critical link between the Executive Director, Board of Directors, senior leadership team, and community partners.

Key responsibilities include:

Board and Governance Support

Serve as the primary point of contact for the Board of Directors, ensuring clear and timely communication with the Executive Director and leadership team. Coordinate all aspects of Board and committee meetings, including scheduling, preparing and distributing agendas and materials, recording minutes, and tracking follow-up actions. Support governance best practices, compliance requirements, and documentation management.

Executive and Administrative Support

Manage complex calendars, schedules, and confidential communications for the Executive Office. Track organizational projects and initiatives, ensuring timely follow-ups and progress monitoring. Liaise with internal teams to facilitate cross-departmental collaboration.

Office and Operations Management

Oversee general office administration, including supplies, purchases, equipment, and vendor/contractor relationships. Support building operations, including office space planning, maintenance coordination, and health and safety compliance. Provide occasional reception coverage, including greeting visitors, directing inquiries, answering phones, and ensuring front-desk operations run smoothly.

Events and Fundraising

Coordinate logistics for fundraising events, community engagement initiatives, and special projects. Provide administrative support for donor stewardship, fundraising campaigns, and event sponsorship outreach, in collaboration with development staff.

Communications and Engagement

Assist with internal and external communications, including newsletters, Board updates, and organizational announcements. Coordinate internal and external meetings, ensuring effective preparation and follow-up.


This role requires exceptional organizational and project coordination skills, sound judgment in handling sensitive and confidential information, and a strong commitment to excellence in execution. The ideal candidate will bring a solid understanding of Board governance and the ability to serve as an effective liaison between the Board and the leadership team. They will also have a foundational grasp of project management tools and approaches, enabling them to support program improvements, track initiatives, and ensure follow-through on organizational priorities.

ABOUT YOU

You are a self-starter who thrives on organization, precision, and proactive communication. You're comfortable managing multiple priorities, handling confidential information, and interacting with stakeholders at all levels with professionalism. You bring proven experience in executive support and have demonstrated success coordinating organizational projects or initiatives from start to finish.


You are a relationship-builder, a problem-solver, and a systems thinker--motivated by purpose and impact.

MINIMUM REQUIREMENTS

Degree or diploma in Business Administration, Office Administration, or an equivalent combination of education and experience 3 to 5 years of progressive administrative experience, preferably in a non-profit or public sector organization Demonstrated experience supporting Boards or governance bodies Experience coordinating organizational projects and/or holding project management training or certification (e.g., CAPM, PMP, or equivalent) is an asset. Strong organizational and documentation skills; attention to detail Excellent written and verbal communication skills in English High proficiency in the Office 365 Environment Proven ability to learn and adopt new tools and systems quickly Bilingualism (French and English) is an asset


ADDITIONAL REQUIREMENTS

Proof of legal entitlement to work in Canada Satisfactory Criminal Police Record Check Availability for occasional evening and weekend work (e.g., Board or committee meetings, fundraising events, and community activities)


We look forward to hearing from you. FSO-SFO is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace. Accommodation is available throughout the recruitment process. Please let us know how we can best support you.


While we thank all candidates for their interest, only those selected for an interview will be contacted.