Job Description

ORGANIZATION OVERVIEW

Our Client (Central West Specialized Developmental Services) is a $40 million, leading edge not-for-profit organization in the field of developmental services. They provide a wide range of residential and non-residential services for individuals with developmental disabilities and complex needs.

POSITION OVERVIEW

The Policy Coordinator accurately records meeting proceedings, including key discussions, decisions, and action items, to create an official, clear, and concise record. Key responsibilities include preparing for Executive and Senior Leadership meetings that involve key policy making discussions, taking detailed notes, drafting and editing minutes for accuracy and clarity, and distributing them to attendees. This role requires strong listening, organizational, and writing skills, attention to detail, and the ability to maintain confidentiality.

ABOUT YOU

You are a thoughtful and attentive professional who understands the importance of clear communication in complex environments. You listen with intention, capture key insights with precision, and translate dynamic discussions into structured, accessible records. Your writing is clear, concise, and respectful of nuance. You approach sensitive topics with discretion and professionalism, and you take pride in supporting decision-making through accurate documentation. If you value integrity, clarity, and the role of good governance in advancing social impact, you'll thrive in this position.

RESPONSIBILITIES

Meeting Preparation:

Liaise with the leadership team and/or executives of CWSDS to understand the meeting's purpose and desired outcomes, prepare an agenda outline, and ensure all necessary materials are ready for attendees.

Minute Taking:

Attend meetings and use active listening to capture key points, discussions, decisions, and action items, including who is responsible and what the deadlines are.

Minute Drafting and Editing:

Promptly draft minutes after the meeting, focusing on accuracy and clarity. Review and edit for grammar, spelling, and any potential discrepancies.

Record Keeping and Distribution:

Finalize the minutes and distribute them to attendees in a timely manner. Maintain a proper filing system for all records.

Confidentiality:

Handle sensitive information discussed during meetings with discretion and maintain strict confidentiality.

KEY COMPETENCIES

Active Listening:

The ability to focus on the proceedings to avoid missing important details.

Attention to Detail:

A crucial skill for accurately capturing information and ensuring the final minutes are error-free.

Organizational and Time Management:

Strong skills to manage pre-meeting preparation, timely distribution, and the ongoing maintenance of meeting records.

Written Communication:

Excellent command of the written language to summarize complex discussions into clear, concise, and logical paragraphs.

Discretion:

The ability to work with confidential information.

QUALIFICATIONS

A background in an administrative role.

Experience in minute-taking.

A post-secondary education in office administration or a related field can be beneficial

Excellent written and verbal communication skills.

Strong organizational skills and attention to detail.

Ability to work independently and as part of a team.

Demonstrated ability and experience using standard office software like Microsoft Office Suite and potentially electronic meeting management software.

Strong ethical foundation with a commitment to integrity in all actions.

Exceptional interpersonal and communication skills to effectively interact with stakeholders, cross-functional teams.

Job Type: Fixed term contract
Contract length: 5 months

Pay: $22.00-$26.00 per hour

Expected hours: 40 per week

Ability to commute/relocate:

Oakville, ON: reliably commute or plan to relocate before starting work (required)
Application question(s):

Do you have minute-taking/transcribing experience?
Education:

Secondary School (required)
Experience:

Administrative: 2 years (required)
Language:

* English (required)