Royal Architectural Institute of Canada

Executive Coordinator

Wed, 2019-01-02 16:05 -- sarahholtman
The Royal Architectural Institute of Canada
Job Description: 


The Executive Coordinator provides a variety of confidential and executive level administrative support for the Chief Executive Officer, The Executive Committee and the Institute’s Board of Directors. This role reports directly to the Chief Executive Officer.

Major Responsibilities

  1. Operational Support
  • collaborates on programs and projects carried by the Chief Executive Officer as required;
  • coordinates incoming and outgoing correspondence, including translation, proofreading, editing, drafting, formatting, distributing and filing;
  • assists in scheduling travel, arranging internal and external meetings/teleconferences, preparing and disseminating related materials;
  • drafts briefing notes to prepare CEO for all important meetings, events, speaking engagements, and event schedules;
  • prepares for meetings or presentations (e.g. collating meeting materials, ensuring meeting room is prepped, IT equipment is set up and working, etc.);
  • when applicable, summarizes meeting notes, and action items for CEO;
  • coordinates lunches and dinners for meetings;
  • participates in regular staff meetings to coordinate work, resolve operational issues and ensure harmonious relations amongst the National Office team members;
  • participates in regular joint work planning and work plan review sessions and annual performance evaluations;
  • participates or contributes to occasional RAIC events outside normal working hours;
  • performs other duties as required.
  1. Governance Support
  • administers the Institute’s bylaws;
  • solicits, assesses and selects proposals from venues for Board meetings and change of office;
  • organizes all logistical arrangements for Board meetings and change of office;
  • assembles, prepares and circulates the board dockets (information packages) prior to meeting;
  • actively participates in board meetings by recording action items and ensuring the smooth running of logistical arrangements;
  • ensures the preparation, revision and approval of board minutes;
  • updates Board manual as required;
  • communicates regularly with Board members;
  • coordinates the Board election process and provides necessary materials to new Board members;
  • provides support to Regional Directors for local network events, provincial association annual general meetings (AGMs), as required;
  • coordinates Board members' participation at Festival of Architecture;
  • coordinates Presidential affairs such as, general correspondence and attendance at special events;
  • assists with President's schedule for participation at Festival of Architecture;
  • manages all communications, logistics and on-site coordination of AGM;
  • liaises with communications and advocacy staff for required scripts for the President and CEO, VIP functions, schedules;
  • assists Board with coordination of VIPs and hosts;
  • provides committee support as directed by the Chief Executive Officer;
  • performs other duties as required.

Position Qualifications

  • a university degree or equivalent;
  • at least 5 years of experience as an executive coordinator or equivalent;
  • excellent communication skills and fluency in both official languages of Canada, both oral and written;
  • a commitment to the RAIC and an excellent personal work ethic;
  • proven organizational skills in a multi-task environment with the ability to work under pressure and complete projects in a timely and proactive manner;
  • can manage flexible working hours and responsibilities and takes initiative;
  • strong interpersonal skills, including exercising tact, discretion and good judgment at all times and with all levels; e.g. colleagues, volunteers, members and public;
  • maintains Board and CEO Confidentiality;
  • ability to work in a team-oriented setting;t
  • basic computer skills a necessity (word processing, desk-top layout, financial spreadsheets, database programs, e-mail, internet

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Position Type: 
Ottawa, Ontario
Years of Experience: 
Required Degree Level: