Coordinator, Office of the CEO

Job #: 9692 Division: CEO Office Vacancy Type: Full-time Permanent Affiliation: Non-Union: Management & Exempt Contract Length: Grade: 05 # of Vacancies: 1 Salary/Hourly Range: $76,730.22 - $92,076.26 Hiring range/wage: $76,730.22 - $84,403.24 Work Details (Days/hours): 36.25hrs/week Posted Date: 6/27/25 Existing or New: New Deadline to Apply: 7/14/25

What we offer

In addition to a competitive salary and a rewarding career where you can truly make a difference, we offer a comprehensive package that meets the various needs of our diverse employees, including:

• Ability to participate in inclusive employee-led networks to educate, inspire, amplify voices, build relationships and provide development opportunities;
• Minimum three (3) weeks of paid annual vacation days, increasing with years of service;
• Four (4) paid personal days;
• Defined benefit pension plan with OMERS, includes 100-per-cent employer matching;
• Health and dental benefits, including a health spending account available upon your start date;
• Employee and family assistance program;
• Maternity and parental leave top up (93% of base salary);
• Training and development programs including tuition reimbursement of $1500 per calendar year.
• Fitness membership discount;

Hybrid Eligible

This job offers the opportunity to work from home as part of a hybrid work arrangement. This arrangement will allow you to work some days at a TCHC work location and the rest of the time from home. The amount of time required to work at a TCHC work location is flexible, while considering operational and service delivery requirements.

Make a difference

The Coordinator, Office of the CEO is a dynamic and rewarding opportunity to work closely with the Executive Leadership Team to have a real impact on the tenants we serve. If this sounds like the right opportunity for you, apply today!

Reporting to the Manager, Office of the CEO, the Coordinator, Office of the CEO, will help support the administrative operations of the CEO’s Office. This includes managing the complex calendar of the CEO, scheduling meetings; and regularly making adjustments to accommodate emerging conflicts and priorities. This also includes providing general administrative support to the CEO’s office, such as, coordinating and preparing weekly agendas and meeting packages for the Executive Leadership Team (ELT).

The Coordinator, Office of the CEO, will interact regularly with members of the ELT, the offices of elected officials and other stakeholders; decorum, customer service, and a political awareness is a must.

This role will also support the Manager, Office of the CEO, in the planning and execution of special projects, initiatives and events. Working as a small team of two, the Coordinator & Manager will keep the CEO informed, supported, and help execute on his/her strategic vision for the company.

What you'll do

Calendar Management

• Provides complex calendar management and scheduling on behalf of the CEO’s office.
• Reviews the CEO’s schedule daily to identify arising and potential conflicts and make adjustments to accommodate emerging priorities, respecting demands from competing stakeholders.
• Communicates changes to schedule with stakeholders in a diplomatic and customer service centred manner
• Keeps the Manager informed of all new stakeholder meeting requests.
• Plans and reviews the CEO’s schedule with intention; optimizing use of the CEO’s time at various locations across the City in a hybrid work environment.
• Considers end to end requirements when booking meetings including; briefing and prep time, internal decision points and deadlines while balancing stakeholder expectations..
• Liaises with internal and external stakeholders, in a professional manner; including elected official’s offices, Board members, business partners and TCHC’s senior leadership team to:
  • Coordinate and schedule meetings
  • Prepare and distribute agendas for meetings
  • Receive and file confidential and sensitive information
• Issues deadlines and reminders for the CEO & Executive Team o Arranges travel for out of town conferences or meetings when
  required.
• Maintains awareness of TCHC board, committee, and Toronto City Council meetings and agendas.
• Builds and maintains positive working relationships with support staff internally and externally to TCHC.

General Administration

• Coordinates meeting agendas and assists with distribution of weekly ELT meeting packages and supports with meeting notes as necessary
• Participates in the Office of the CEO weekly meetings, taking meeting notes, and assisting with agenda preparation
• Maintains awareness of emerging priorities within the CEO’s office, adjusting daily workflow to support the team as required.
• Proactively monitors and tracks deadlines for members of the CEO’s office
• Reconciles P-card, petty cash and expenses and processes for approvals accordingly
• Prepares cheque requisitions and processes payments and invoices as required
• Monitors and approve time off requests for direct reports to the CEO
• Coordinates office supply orders as necessary
• Maintains electronic files and records (network and Sharepoint), including confidential & sensitive information in accordance with the retention schedule.
• Provide backup support to the Office of the CEO mailbox as required, reviewing and responding to correspondence with tenants and other stakeholders.
• Drafts correspondence on behalf of the CEO’s office for external stakeholders, TCHC staff and tenants as requested.
• Perform other administrative tasks as assigned.

Assist with Special Projects/Events

• Support the Manager with coordination and administration of special projects and corporate initiatives such as the annual United Way Fundraising Campaign, ModernTO program and other ad-hoc requests by:
  • Coordinating meetings, taking minutes and disseminating action items
  • Assist with the tracking, and follow up on action items with project team members
  • Assist with drafting presentation materials and reports
  • Conduct research
  • Participate as an active project team member, bringing forward new ideas and suggestions
• Support the Manager with planning & executing special events and off-site meetings including:
  • Recording RSVPs and tracking attendance
  • Agenda planning
  • Sourcing of locations and catering
  • Greeting and liaising with TCHC staff, special guests, tenants, and stakeholders on behalf of the CEO’s Office
  • Event set up and tear down
• Represent and uphold the integrity of the CEO’s office when interacting with stakeholders at all levels
• Other duties as assigned

What you'll need

• Completion of post-secondary university degree or college diploma from an accredited educational institution.
• 5+ years’ of relevant experience as an Administrative or Executive Assistant, managing complex calendars, and interacting with public figures/stakeholders.
• Experience supporting executives in a politically sensitive organization and/or in the public (or public adjacent) sector is preferred.
• Demonstrated experience working in a fast paced, demanding, dynamic and complex environment.
• Sound judgement to coordinate and maintain senior executive administrative support services, including exceptional organizational skills together with analytical judgement to make decisions when required.
• Ability to identify and adapt to changing priorities
• Superior time management, multi tasking and organizational skills.
• Exceptional customer service skills and strong interpersonal skills.
• Strong sense of urgency and proven ability to use sound judgement, tact and discretion in dealing with highly sensitive and confidential information.
• Proficiency working with MS 365 software suite and information systems
• Demonstrates a high level of professionalism and integrity
• Excellent oral and written communication skills
• Strong sense of political acuity.
• Ability to work with a diverse set of stakeholders, including offices of elected officials, Board of Directors, senior leaders, management, and staff
• Ability to draft professional correspondence, including emails, letters, and invitations on behalf of the CEO’s office.
• Ability to work independently, take initiative, and willingness to be part of a small team.
• Ability to work well and remain calm under pressure.
• Ability to occasionally work outside of regular business hours i.e. before/after business day or weekends
• Ability to occasionally travel within the City of Toronto to TCHC buildings and other locations
• Ability to occasionally lift boxes and assist with event set-ups/tear downs

What’s next

Once you apply, we’ll review your resume and contact you if we believe your skills and experience will make you successful in the role. If you are selected to move forward, the process will include one or more interviews and/or assessments and reference checks.