Do you thrive on meticulous organization, proactive problem-solving, and helping others? Are you passionate about supporting the vital work of Canadian charities and nonprofits?

Imagine Canada is seeking a Coordinator, Executive Office to provide comprehensive support to our President & CEO, while assisting the smooth execution of our governance and fund development activities.

Working within our new People, Governance and Integrated Services team, and reporting to our Manager, People and Governance, this important role offers a unique opportunity to work closely with Imagine Canada's leadership team, gain broad exposure to all aspects of our work, and contribute to our mission of strengthening the charitable and nonprofit sector across Canada.

Central to this role will be coordinating the time, communications and logistical needs of our President & CEO so they can focus on strategic priorities and leadership of our organization. This role will coordinate many of our core governance activities which are crucial for maintaining transparency, accountability, and effective decision-making within Imagine Canada. Additionally, the role will support fund development and stewardship activities in order to strengthen relationships with our valued funders and partners, ultimately contributing to Imagine Canada's long-term financial sustainability and impact for the sector.

Responsibilities

Support the President & CEO - 60% focus

Manage the CEO's calendar, scheduling meetings with minimal back-and-forth communication, anticipating scheduling conflicts, and blocking out dedicated focus time.
Communicate effectively with external and internal stakeholders to schedule meetings and speaking engagements for the CEO.
Maintain accurate records of all CEO-related activities in Salesforce CRM and other designated trackers.
Liaise with Corporate Traveller booking agent to and book flights, hotels, and ground transportation for the CEO's travel, adhering to company travel policies and managing expense reports within budget limitations.
Ensure timely submission of invoices, receipts, and timesheets related to CEO activities.

Coordinate Governance Activities - 20% focus

Schedule and coordinate logistics for all meetings within Imagine Canada's governance calendar, including Board meetings, committee meetings, working group sessions, Standards Council meetings, and other advisory body meetings as assigned.
Reserve videoconference or in-person meeting rooms, in addition to catering, audio-visual equipment, and coordination with relevant stakeholders to ensure seamless meeting logistics.
Support the preparation of comprehensive meeting packages that include agendas, past meeting minutes, relevant reports, and other required pre-reading materials.
Support minute-taking during meetings and maintain relevant repositories (e.g., Boardable) for all relevant meeting resources.
Process invoices and expense reports related to governance activities.
Support the annual compliance reporting process for Standards Accreditation.
Maintain accurate lists and biographies of members of the Board, its committees and working groups, the Standards Council and other advisory bodies as assigned.

Support Fund Development & Stewardship - 20% focus

Develop, adapt and personalize document and communication templates, including proposals, agreements, acknowledgement letters, gift receipts, and stewardship emails ensuring funders and sponsor experiences are seamless and delightful.
Proactively create and maintain accurate funder and sponsor contact, account and relationship records within Salesforce CRM and other designated tracking systems and file drives.

You’ll thrive in this role if you are…

A champion of detail and organization: You’re a self-starter who naturally excels at managing multiple concurrent priorities where attention to detail and timeliness are of the utmost importance.
A communication pro: You have strong written and verbal communication skills, can quickly establish rapport with diverse stakeholders, and are energized by the challenges of understanding and addressing the varying needs of other people.
A systematic problem-solver: You have an uncanny ability to elicit or anticipate the needs of others and identify possible solutions within established organizational frameworks and processes, while also knowing when and how to advocate for smarter ways of working.
A values-driven team player: You enjoy working both independently and collaboratively, are passionate about contributing to a healthy work environment, and feel aligned with Imagine Canada’s mission, Staff Values, and commitments to anti-racism and anti-oppression.
A dynamic learner: You’re always game for opportunities to develop new knowledge and skills, see challenges and mistakes as valuable opportunities for growth, and have a resilient and optimistic mindset that is fueled by opportunities to improve the status quo.

Minimum qualifications

1-2 years of relevant work experience and the ability to communicate effectively (written, verbal) in English, with fluency in French considered an asset.

Don't tick all the boxes?

We're more interested in your passion, commitment, and ability to learn and grow - get in touch, we encourage you to apply. We particularly welcome applications from those who identify as Black, Indigenous, racialized, living with a disability, members of the 2SLGBTQIA+ community, and others from equity-seeking groups, and are likewise committed to continuing our work to foster the conditions for individuals with diverse lived experiences to feel safe, valued and empowered to make a lasting impact in their role.

What We Offer

Participate in our four-day work week pilot program.
A fully remote work environment with flexible hours and approach to work.*
Be part of a growing national organization in a supportive environment with a dedicated group of staff and volunteers.
Competitive compensation and benefits package, including professional development and work-from-home budget.
Opportunity to learn and apply leading practices and emerging trends in the charitable sector
Leadership is forward-thinking, entrepreneurial, and supportive, operating in an environment of integrity and collective commitment to achieving long-term goals

*Remote work is the norm for staff, but in-person attendance at regular staff retreats (and other meetings depending on the role) is required.

Imagine Canada offers meaningful opportunities to make an impact in Canadian communities. We are currently implementing an anti-racism and anti-oppression roadmap that embeds equity into our processes, human resources, programs and services. We are committed to fostering a culture that exemplifies our staff values of Accountability, Care, Courage, Drive, Inclusivity, and Teamwork.

Terms & Conditions

Terms of Employment: This is a full-time, permanent position
Annual Salary Range: In addition to health/dental benefits including a Health Spending Account and a Group Retirement Savings Plan (RSP), the 2024 starting salary for this position is $55,700, with an automatic salary increase every year towards a target salary of $66,800, which the incumbent is expected to reach after five years in the role.
Location: Anywhere in Canada with a reliable internet connection. This position will be required to travel occasionally to in-person meetings, conferences, and in-person staff gatherings.
Work hours: Imagine Canada is currently piloting a 4-day work week, Monday-Thursday, for a total of 28 working hours/week. This pilot is running until December 31, 2024 with the possibility of extension. If the pilot is not extended, working hours will be 35 hours per week. Flexible working hours to accommodate personal and family commitments. This position will be required to work non-traditional hours occasionally to respond to issues emerging in the external operating environment.
Application deadline: 11:59 pm Eastern Time on Monday, August 5, 2024.

Steps to Apply

Applicants are invited to complete our short online form.
We expect to invite 8-10 qualified candidates to a short introductory video call (30 minutes).
We expect to invite 4-5 shortlisted candidates to attend a full, video interview (60 minutes) and to complete a behavioural assessment to better understand and discuss your working style (10 minutes to complete). Interview questions and a copy of your assessment results will be provided in advance of the call.
We expect to invite the final round of candidates to a short meeting with our CEO and members of the hiring committee.

We are committed to becoming a barrier-free organization. If you require support at any stage of the hiring process, including disability accommodation, please contact us at info@imaginecanada.ca or 1-800-263-1178. Available supports include flexibility in scheduling interviews, using your preferred telecommunications software and formats (e.g., Zoom with closed captioning, video application instead of a resume), and additional time for answering verbal or written assessments.

We believe that hiring is a matter of mutual fit so we will ensure applicants have sufficient time at every stage of the process to ask questions about the role and our organization.

We respect the time and effort required to participate in the hiring process. We will ensure that all applicants receive timely updates regarding the status of their candidacy. In recognition of the additional effort of preparing for interviews, Imagine Canada will financially compensate interviewees that advance beyond the screening call at a fixed rate of $100 per candidate.

Available supports include flexibility in scheduling interviews, using your preferred telecommunications software and formats (e.g., Zoom with closed captioning, video application instead of a resume), and additional time for answering verbal or written assessments.

Imagine Canada jobs

Coordinator, Executive Office