Job Description

About Harvest Manitoba

Harvest Manitoba ("Harvest") is a charitable organization dedicated to nourishing our communities and our sense of community so that no Manitoban goes hungry. We collect and share 13 million pounds of food every year, which is sorted and packed and distributed to Manitobans through our Community Food Network of more than 380 food banks and agencies in Winnipeg, rural, northern and First Nations communities. Right now, we feed 110,000 Manitobans every month; 49% are children. Our Food Distribution Centre, which includes our Community Support Centre and Warehouse, is in our Winnipeg headquarters.

Job Title: Executive Coordinator

Scope: Out of Scope

Location: Winnipeg, Manitoba

Job Type: Full-time - 12 Month Term

Reports To: President/Chief Executive Officer

Position Summary

We are seeking a highly organized and technologically adept Executive Coordinator to provide exceptional coordination and administrative support to our President & CEO and leadership team at Harvest. Reporting directly to the President & CEO, this role is pivotal in ensuring the efficient, timely, and accurate flow of information, scheduling of activities, and preparation of reports required to support critical decision-making and organizational operations. Acting as a central point of coordination across departments, the Executive Coordinator supports executive workflows, board governance, organizational planning, and continuous improvement initiatives. This position is ideal for a proactive professional with strong judgment, discretion, and the ability to manage complex priorities in a dynamic, mission-driven environment.

Key Responsibilities

1. Executive Leadership Coordination & Support

Track and report on the progress of strategic initiatives and projects for leadership review. Coordinate and manage email communications for the CEO, including monitoring, prioritizing, and responding to inquiries. Assist the CEO by anticipating needs, prioritizing requests, and managing competing demands. Assist in preparing briefing materials and presentations for internal and external meetings, including conducting research to gather relevant data, industry updates, and stakeholder insights. Support meetings, including scheduling, agenda preparation, minutes, and follow-up on action items. Maintain workflow systems to track progress on key tasks and manage correspondence. Gather and review departmental information for reports and performance monitoring, while facilitating cross-departmental communication to ensure alignment on organizational priorities. Maintained and optimized workflow systems to track leadership priorities while coordinating integrated departmental activity calendars with the CEO and leadership team to ensure efficient resource utilization and timely execution. Assist in planning and executing Harvest's internal and external events, ensuring professionalism, effective coordination, and optimal resource utilization.

2. Document & Governance Management

Maintain and update corporate documents, SharePoint, including policies, risk evaluations, and action plans. Prepare information packages for the Board of Directors and committees in collaboration with the leadership team. Ensure accurate documentation of board and committee meeting minutes, agendas, and follow-up actions. Organize and manage governance records to ensure compliance with organizational and legal requirements. Monitor public communications, government announcements, legislation, and industry developments relevant to Harvest and provide timely updates to leadership Support the development and review of governance frameworks, policies, and procedures to maintain organizational integrity. Manage highly sensitive and confidential information with discretion and professionalism.

3. Technology & Reporting

Extract data, generate reports, and provide insights to support informed, data-driven decision-making. Ability to read and understand key corporate documents including budgets, financial statements, board minutes, policies and technical reports. Utilize technology solutions to streamline scheduling, email workflows, and office productivity. Use data visualization tools to present performance metrics and strategic progress in a clear, actionable format to the leadership team. Ensure secure handling of digital information and maintain confidentiality in all technology-related processes. Responsible for technology setup and support for meetings, presentations, and virtual conferencing, and serve as secondary/backup IT support during IT absences.

4. Other Duties as Assigned

Education and Experience:

Post-secondary education in business, project management, public administration, information technology, or related fields. 3-5 years of recent experience supporting executive leadership, boards, or senior management in a complex organization. Proficiency in advanced office workflow technology, including: Microsoft ecosystem (Teams, Word, Excel, PowerPoint, Outlook, OneDrive, SharePoint, Planner etc.), Workflow integration across platforms, Report generation, Artificial intelligence tools, Data visualization Experience preparing business reports and analyses to support leadership decision-making. Strong ability to write professional documents, consolidate data, and present insights for informed decisions.

About You

You believe in the dignity and potential of every person and approach your work with empathy and respect. You have an interest in, or experience with, issues related to food insecurity (An asset in connecting with our mission). You bring energy, initiative, and a problem-solving mindset to your work. You are committed to creating an inclusive, safe, and efficient environment that empowers others to do their best work. Enjoy using new technology and exploring innovative solutions. You thrive in a collaborative team environment and are committed to advancing Harvest Manitoba's CREW values. You have Valid MB Class 5 driver's license and drivers abstract. You are willing to undergo and provide a clear Criminal Record and Child Abuse Registry Check as a condition of employment.

Why you should join us

Opportunity to contribute to a meaningful cause and make a tangible impact in the community. A collaborative and mission-driven work environment. Professional growth and development opportunities. Competitive salary and benefits package. Benefits Package Dental Package Prescription Coverage Massage, Physiotherapy Coverage Disability Insurance Paid Time Off (Vacation, Sick Days, Personal Days) Employee Assistance Program (EAP) RRSP Company Match Plan On-Site Parking
Harvest Manitoba is committed to fostering an inclusive and accessible recruitment process. We strive to remove barriers and ensure equal opportunity for all applicants in a manner that respects dignity, independence, and integration. If you require accommodation at any stage of the application or interview process, please contact us at hr@harvestmanitoba.ca, and we will work with you to meet your needs.

Evening and weekend shifts will be required as business levels dictate.

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

Job Types: Full-time, Permanent

Benefits:

Casual dress Dental care Disability insurance Employee assistance program Extended health care Life insurance Mileage reimbursement On-site parking Paid time off RRSP match Vision care Wellness program
Application question(s):

Do you have valid MB Class 5 driver's license and drivers abstract? Do you have experience preparing business reports and analyses to support leadership decision-making? Are you proficient in Microsoft Office tools (Teams, Word, Excel, PowerPoint, Outlook, SharePoint)?
Experience:

supporting executive leadership in a complex organization: 3 years (preferred)
Work Location: In person