EXECUTIVE OPERATIONS COORDINATOR

Job Title: Executive Operations Coordinator
Employment Term: Part-Time, One-Year Contract, 20 Hours Weekly (M-F)
Department: Executive
Direct Report: Executive Director

Position Summary
The Executive Operations Coordinator provides high-level administrative, operational,
communications, and supervisory support to the Executive Director and Executive Office. This

role is suited to a proactive, experienced, and resourceful professional who thrives in a fast-
paced, high-volume non-profit environment and can manage competing priorities with accuracy,

discretion, and sound judgment. The successful candidate will serve as a primary liaison to the
Executive Office and will support executive scheduling, communications, documentation,
reporting, administration, and follow-up. This position may also supervise administrative or
support staff and requires strong leadership, accountability, and team coordination skills.
Key Responsibilities
• Manage the Executive Director’s calendar, scheduling meetings, and coordinating
logistics
• Prepare agendas, meeting materials, briefing notes, and supporting documentation
• Attend meetings, record minutes, track decisions, and follow up on action items
• Draft, edit, proofread, and distribute professional correspondence on behalf of the
Executive Office (emails, letters, memos, reports, and briefing notes)
• Maintain spreadsheets, trackers, databases, contact lists, and filing systems using
Microsoft Office (Word, Excel, Outlook, Teams)
• Ensure accurate data entry, reporting, and document management

• Liaise professionally with staff, board members, community partners, funders, service
providers, and external stakeholders
• Support special projects, organizational priorities, events, travel arrangements, and room
bookings
• Provide supervision and direction to administrative or support staff, including assigning
tasks, tracking deliverables, and supporting performance accountability
• Anticipate executive office needs and proactively identify and resolve issues
• Serve as a liaison between the Executive Director, Board of Directors, Board
Committees, and organizational stakeholders.
• Coordinate Board of Directors and Committee meetings, including scheduling, agenda
preparation, board package distribution, minute-taking, and follow-up on action items.
• Liaise professionally with staff, board members, community partners, funders, service
providers, and external stakeholders.
Qualifications
• Minimum 5 years of progressive experience in executive support, senior administration,
office management, or operations coordination
• Experience supporting an Executive Director, CEO, senior leader, board, or executive
team is required
• Supervisory experience is required, including task assignment, performance tracking,
and staff support
• Strong proficiency in Microsoft Office (Word, Excel, Outlook, Teams)
• Excellent written and verbal communication skills, including proofreading, minute-taking,
and professional writing
• Strong organizational skills with exceptional attention to detail and accuracy
• Ability to handle confidential and sensitive information with discretion
• Demonstrated ability to manage competing priorities in a fast-paced environment
Assets:
• Experience in a non-profit, Indigenous organization, social services, or community-based
environment
• Understanding of Indigenous communities, culturally grounded programming, and
community service delivery
Working Conditions
• This is an in-office position based in Toronto
• Fast-paced executive office environment with shifting priorities and deadlines
• Regular interaction with internal and external stakeholders, including community
partners and board members
• Occasional participation in meetings, events, and organizational activities outside
standard hours may be required
• High level of confidentiality, professionalism, and responsiveness is required

Contract Term
This position is a part-time, one-year contract position. Continuation beyond the contract period
is contingent upon organizational priorities, operational requirements, funding availability,
and program needs.
Assessment Process
Shortlisted candidates may be asked to complete practical exercises, which may include:
• Excel data entry and tracking tasks
• Drafting professional emails or memos
• Organizing meeting notes and minutes
• Calendar and scheduling scenarios
• Supervisory judgment and prioritization exercises
What We Offer
• Culture-based organization
• Comprehensive health & dental plan (after successful probation period)
• Wellness spending account (after successful probation period)
• Professional development/Cultural learning
• Salary range $33.65 - $38.46 per hour (20 hours weekly)
The successful candidate is expected to contribute positively to the implementation of
the NCCT’s vision and mission, operate in a collaborative team setting and maintain
high and professional productivity levels and quality of service. This is a part-time
position, salary to commensurate with qualifications and experience. Although
preference will be given to Indigenous applicants (First Nations, Metis and Inuit), all
qualified candidates are encouraged to apply. We thank all applicants for their interest
however only those candidates selected for interviews will be contacted.
If this position interests you, please submit your resume and a cover letter to:

Sarah Fraser
Human Resources Manager
sarah.fraser@ncct.on.ca
Deadline: July 3, 2026

The Native Canadian Centre of Toronto is an equal opportunity employer. We are committed
to providing an inclusive and barrier-free selection process and work environment. If
contacted in relation to an employment opportunity, please advise our Human Resources
Manager at sarah.fraser@ncct.on.ca of the accommodation measures required. Information

received relating to accommodation will be addressed confidentially.