Job Description

Position:

Executive Coordinator

Organization:

Canadian Cardiovascular Society (CCS) (www.ccs.ca (https://www.ccs.ca))

Reports to:

Chief Executive Officer

About the CCS

The CCS is the national voice for cardiovascular clinicians and scientists, representing more than 2,500 cardiologists, cardiac surgeons, and other heart health specialists across Canada. We advance heart health for all by setting standards for excellence in heart health and care, building the knowledge and expertise of the heart team, and influencing policy and advocating for the heart health of all Canadians.

Our guiding principles (https://ccs.ca/mission-and-vision/)

Seeking to be part of a hard-working team and organization that makes a difference to the cardiovascular health of Canadians? This position might be for you.

Position Overview

The Executive Assistant is a key administrative professional reporting directly to the CEO and supporting the Leadership Team. This role also serves as the administrative liaison for the Board of Directors and the Council of Committee Chairs, ensuring effective governance practices and operational excellence within the organization. The Executive Assistant contributes to the organization's mission by providing high-level support, coordinating governance-related activities, managing schedules and logistics, and assisting with strategic projects.

Key Responsibilities

1. Executive Support

Manage the CEO's calendar, including scheduling meetings, appointments, and travel arrangements. Prepare meeting materials, presentations, and reports for the CEO. Serve as a primary point of contact for internal and external stakeholders on behalf of the CEO.

2. Governance Administration

Act as the administrative liaison for the CCS and CCSA Boards of Directors and the Council of Committee Chairs. Ensure governance policies and practices are up-to-date and adhered to. Coordinate CCS/A Board of Director, and Board Committees' meetings, including scheduling, logistics, agenda preparation, material distribution, and minutes capture. Contribute to annual governance budget planning and forecasting.

3. Leadership Team Support

Coordinate CCS Management's Leadership meetings, including scheduling, logistics, and light administrative support. Provide administrative support to Chiefs and Directors for ad hoc projects as requested. Assist in facilitating cross-departmental communication and collaboration, including setting the Huddle Chair schedule, scheduling CCS all-staff meetings, being the primary contact for both the TTC Workshare space the CCS Dymon Storage locker.

4. Event Coordination

Plan and execute logistics for periodic all-staff meetings, including monthly virtual and annual in-person meetings. Coordinate Executive staff travel and serve as a liaison for team members who are making their own travel arrangements for corporate meetings or events.

5. Administrative Excellence

Maintain accurate records and files related to governance, operations, and projects. Utilize database software and AI tools to streamline workflows and improve efficiency.

Qualifications

Essential Qualifications

Undergraduate degree or diploma in business administration or equivalent education with relevant progressive experience. Minimum of three (3) years of experience in a governance or executive assistant role within a non-profit organization. Proven ability to build collaborative relationships with professionals and executives in healthcare, not-for-profit or similar sectors. Exceptional organizational skills, attention to detail, and time management abilities. Strong commitment to the organization's vision, mission, and values. Flexibility to work irregular hours (approximately 20 days per year) as needed. Proficiency in Microsoft Office Suite, virtual meeting platforms, accounting software such as SAGE Intact, database management tools (e.g., iMIS). Also an interest to learn/use emerging AI technologies (e.g., Copilot or Perplexity).

Desirable Qualifications

French language proficiency is a strong asset. Knowledge of not-for-profit bylaws, governance practices, and privacy legislation related to personal or scientific information.

Competencies

Communication Skills: Ability to interact effectively with diverse stakeholders at all levels of the organization. Problem-Solving: Demonstrated ability to anticipate needs and address challenges proactively. Adaptability: Capacity to manage competing priorities in a dynamic environment while maintaining attention to detail.

Working Conditions

This position requires occasional irregular hours (20 days/year) to accommodate meetings or events outside standard working hours, most commonly in the early evening. Travel within North America (approximately six days/year) may also be required.

This position offers an opportunity to contribute meaningfully to a mission-driven organization while supporting its leadership team in achieving strategic goals within a collaborative work environment.