Executive and Office Coordinator

Our Mission is to enable life-changing mentoring relationships to ignite the power and potential of young people.

Our Vision is that all young people realize their full potential

Our Core Values are:

• We Champion Potential
• Every Connection Counts
• Showing Up Matters

Big Sisters is a friendly, inclusive and committed team who offers their employees fifteen vacation days within the first year, fifteen wellbeing days as well as three personal days. We provide a generous health care and extended benefits package, including prescription drugs and dental plan. We also offer our employees a professional development allocation and various learning opportunities. Ignite your full potential with Big Sisters!

Is this you?

Are you organized, proactive, and comfortable supporting both executive leadership and daily operations? As Executive & Office Coordinator, you’ll play a central role in ensuring the smooth functioning of the executive office and overall agency operations. You will act as a key liaison between the CEO, Board, Committees, and Honorary Advisory Board, supporting effective governance through clear communication, coordinated meetings, and timely follow-up.

In addition to providing administrative, logistical, and organizational support, including meeting preparation, minute taking, and confidential communications, you will oversee daily office operations, serving as the first point of contact for staff needs, coordinating vendors, managing onboarding and offboarding, maintaining technology and equipment, and ensuring a safe, functional, and well‑maintained office environment.

• Act as the primary liaison between the CEO and governance bodies, including the Board of Directors, Board Committees, and the Honorary Advisory Board, ensuring smooth communication, coordination, and follow‑through.
• Support governance effectiveness by coordinating meeting preparation, logistics, minute taking, and tracking decisions, action items, and timelines.
• Maintain accurate and confidential Board and Committee records and manage correspondence with discretion and professionalism.
• Assist with the recruitment, onboarding, and orientation of new Board Directors and Honorary Advisory Board members.
• Provide administrative support to the CEO and Senior Leadership Team, including calendar management, agenda preparation, meeting materials, transcription of minutes, and general correspondence.
• Track Senior Leadership Team expense reports, organize supporting documentation, and follow up on outstanding items to ensure timely submission.

• Serve as the first point of contact for staff IT needs, troubleshoot issues, liaise with external IT providers, and support onboarding/offboarding technology setups, accounts, and equipment.
• Maintain agency technology, support cybersecurity practices, and develop basic guidance or checklists for staff IT use.
• Coordinate facilities and office operations, including maintenance, repairs, service requests, building access, and renovations.
• Oversee office equipment, meeting room technology, and shared resources, providing staff training as needed.
• Support vendor management and basic financial administration for operational expenses, including invoice review and coordination with finance.
• Assist with general office support, including reception coverage, mail handling, and coordination with programs and other teams.
• Support workplace health and safety procedures, participate in agency events, and contribute to the smooth functioning of the organization as needed.

• Diploma or degree in Business Administration, Communications, or a related field, or an equivalent combination of education and experience.
• 2–3 years of experience in an executive, office coordination, or similar administrative role, including supporting senior executives or leadership teams.

• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Adobe Acrobat, Zoom, and other relevant software; experience with CRM databases is an asset.
• Strong…