Executive Administrative Coordinator

Executive · Toronto, Ontario
Department Executive
Employment Type Full-time Contract
Minimum Experience Experienced
Compensation $43,000 - $48,000

Executive Administrative Coordinator

Remote Position  

Job term:                                 Full-time, 1 year contract (possibility of renewal)

Hours:                                      35 hours per week

Start date:                             Late August - Early September

Locations:                             Ottawa preferred, remote

Closing date:                        Until Filled 

Compensation:                   $43,000 - $48,000 + benefits

Requirements:                    2+ years administrative experience – experience working with a Board

Who We Are

Founded in 2008, Canadian Roots Exchange is a national Indigenous organization with a mission to provide pathways for Indigenous youth on their journey of self-determination and resiliency to advance reconciliation in their lifetime. This is achieved through programs and granting opportunities that support capacity building, network and solidarity.


CRE is a workplace that puts its employees and community first. We are a living wage employer and believe in prioritizing a healthy work-life balance. We provide opportunities for flexible working hours, time off for ceremony and other life responsibilities and we actively respond to the accessibility needs of those who work with us. We are a results-oriented working environment, choosing to focus on achieving objectives, rather than promoting the status quo.

Your Impact

The Executive Coordinator is responsible for providing clerical and administrative coordination for the Executive Director and the Board of Directors of CRE. The position is a vital part of CRE as it supports the Executive Director in their day-to-day duties and therefore the operations of CRE as a whole.


Administration (50%)

  • Provide administrative support for Executive Director
  • Maintain schedule and coordinate calendar activities including scheduling meetings with staff, community members, partners, donors, consultants, members of government and other stakeholders.
  • Organize and/or prepare online logistics and agendas for meetings with Executive Director
  • Attend meetings and take minutes when required
  • Create and follow up with action items from meeting minutes for both Executive Director and collaborators (Asana)
  • Collect signatures and authorizations for documents and contracts
  • Process and file Executive Director expense reports and reimbursements
  • Occasional research for document development

Board of Director’s Support (40%)

  • Provide Board of Directors with administrative support
  • Assist Board Secretary with meeting preparation including agenda and document preparation and minute taking
  • Manage, store, and organize Board and Committee folders and documents
  • Process and file Board of Director expense reports and reimbursements
  • Plan travel, accommodations, and other logistics for in-person meetings (when possible)

Operations & Other Projects (10%)

  • Support Operations Manager with Executive level tasks & projects as needed


  • 2 years Administration experience
  • Experience with working alongside Board of Operations and logistics
  • Post-secondary education is considered an asset
  • Strong writing skills and ability to document clearly and succinctly for internal and external audiences

Who you are:

  • A problem solver with a solution focused mindset: roadblocks and unforeseen issues don’t typically phase you and you are able to provide a variety of workable solutions when they come up.
  • Technologically savvy: you come with a knowledge of computer software, primarily Microsoft Office (Word, Excel, Powerpoint), Adobe Reader & PDF Editor. When introduced to a new program can pick it up quite easily and use the resources available to learn how to best use it.
  • Aware of all the details of a task: Not only is the attention to detail and accuracy highly important but you don’t overlook the big picture when preparing initial documents for contracts/projects.
  • Well organized & flexible: You like to be prepared and have organized systems for sharing information but don’t get caught up in deviating or adjusting your work when needed.
  • Supportive and communicative: you take care of the small things so CRE’s Executive Team can focus on the task at hand. You know when to go for help or make the decision yourself.
  • You can keep a secret and are responsible: You are discreet and have a high level of confidentiality as you will have access to high level documents and communications.



  • Salary: $43,000 - $48,000
  • Vacation: 3 weeks and statutory holidays
  • Health benefits: will begin following a 3-month probationary period
  • Other: RRSP employer contribution that is 5% of salary

As a part of your expression of interest, please provide a cover letter that introduces yourself and share your passion for working alongside youth (especially youth in Indigenous, racialized, and newcomer communities) and highlights how your qualifications align with this role. If you have any questions, you can contact sheneice@canadianroots.ca.


You can submit a completed application (cover letter and résumé) through the Bamboo HR link provided.


Hiring Process

  • Contact for interview if applicable: Third week of August
  • Interview if applicable: Last week of August 
  • Included in the interview may be an email and scheduling test


Canadian Roots Exchange is committed to equitable representation and access. Candidates from Indigenous, racialized, 2SLGBTQ+, and other marginalized communities are encouraged to self-identify in the cover letter.


As a condition for hiring, successful candidates are required to submit a vulnerable sector check.

Thank You

Your application was submitted successfully.

  • Location
    Toronto, Ontario
  • Department
  • Employment Type
    Full-time Contract
  • Minimum Experience
  • Compensation
    $43,000 - $48,000