Coordinator, Provincial Mission team
Who we are
At Heart & Stroke our mission is to promote health, save lives and enhance recovery. We are committed to a culture that exemplifies our core values: champion health, practice humility, embrace change, drive impact, learn and grow and be heartfelt as we work together to beat heart disease and stroke.
We believe in equity, diversity and inclusion ― it’s embedded in our values and core mission work to support all people in Canada to lead healthier lives. We are committed to applying this principle to cultivate a welcoming environment that embraces diversity among our employees. Candidates from diverse backgrounds, including but not limited to, Indigenous peoples, racialized communities, 2SLGBTQIA+ communities, women, and people living with disabilities are encouraged to apply.
To learn more about our mission, values, commitment to EDI, and the difference Heart & Stroke makes in the lives of people in Canada at every age, please visit our website.
The opportunity
(“Candidates can work from anywhere in Canada”)
Reporting to the vice president, health systems and provincial mission teams, the coordinator, provincial mission teams is responsible for the administrative support for the provincial mission team. This could include supporting and coordinating external committees and internal meetings, the preparation of supporting materials such as PPTs and briefing notes, administration of budgets and support for financial and impact reporting. The coordinator will support advocacy events and initiatives as well as requests from regional Development teams, such as coordinating the participation of funded researchers in fundraising events. The coordinator would also help the team use digital tools more effectively.
How you will make an impact every day
Administrative Support to Provincial Mission leads
Manages calendars and schedules, sets up and accepts appointments, arranges travel, prepares necessary background documentation/meeting packages.
Schedules and plans external and internal meetings: coordinates with external partners, develops agendas, circulates materials, prepares minutes.
Administers surveys via SurveyMonkey and analyzes results.
Develops and delivers written communications, including newsletters and slide decks, to inform and communicate strategically with stakeholders.
Provides budget administration including processing invoices and expenses, tracking expenditures and variances, coding and verifying expense claims and tracking and reconciling monthly credit card statements.
Manages and maintains the team’s Sharepoint database and other digital tools.
Maintains the PWLE/expert database.
Orders materials and recognition gifts
Supports coordination of requests from regional Development, such as coordinating the participation of funded researchers in fundraising events
Maintains and updates lobbyist registries
Administers mass emails, such as to MPPs/MLAs, through Outlook mail merge, Constant Contact or other tools
Who we need
Education
Post-secondary college diploma or university degree in an administration or relevant field
Experience
Minimum 2-3 years of administrative and coordination experience, with extensive knowledge of office practices and use of digital tools.
Plus experience in compiling and organizing data and information in regard to projects, surveys, evaluations, travel and meeting arrangements, including collating outputs from meetings, annual budget preparation, and tracking budget expenditures.
Demonstrated hands-on experience using Microsoft Office (e.g. Outlook, Word, Excel and PowerPoint) and web-based platform (e.g. SharePoint, Dropbox, GoTo Meeting).
Capacity to support and work with a team in time zones across Canada.
Proven track record in external stakeholder management and communications.
Project management experience working with a health charity an asset
Skills
Organizational skills sufficient to orchestrate multiple activities at the same time in order to accomplish our goals; organizational skills to arrange the effective and efficient use of resources; and to arrange information and files in a useful manner;
Strong interpersonal and listening skills to work effectively with other members of the H&S Mission team, work effectively across H&S teams, and to interact with all stakeholders using a high degree of discretion and diplomacy.
Excellent written communication skills to prepare and/or coordinate communications with advisory and writing groups or similar;
Excellent verbal communication skills used in working with senior volunteers, other stakeholders internal and external coordinators, and members of the mission team, including senior leaders.
The use of tact and diplomacy are essential when communicating and explaining timelines and delivery dates for time sensitive materials and information;
Ability to communicate problems and solutions clearly is essential.
Clear sense of urgency and able to follow through on requests from multiple internal and external stakeholders.
Thorough knowledge of office software products: MS Office Word, Excel, and outlook), internet, electronic mail, presentation (PowerPoint), spreadsheet applications (BIOS), online survey applications such as CheckBox, and cloud-based file sharing platform such as dropbox or sharepoint.
What we offer
At Heart & Stroke, we make it a priority to foster a culture of caring by implementing practices and programs that foster respect, compassion, trust and attentiveness to our own and others’ health and well-being.
In addition to a competitive salary, we believe that time off is integral to the personal health and wellness of our employees. We offer a generous paid time-off package including vacation days, personal days, wellness days, and paid company-wide closure between December 25 and January 1. We also provide competitive health, medical, dental and vision benefits, life insurance, disability benefits, an employee assistance program (EAP) and a defined contribution pension plan with employer matching. Our employees also enjoy a flexible hybrid working model and reimbursement for mobile phones and home office setup, as well as opportunities for professional development.
Apply now
If you want to join the fight to beat heart disease and stroke, please apply by sending your resume by February 28, 2025. Applicants must be currently residing in Canada and legally entitled to work in Canada.
Only those candidates that qualify will be selected for an interview. At this time, all interviews are being conducted via phone and/or video call ― we look forward to “virtually” meeting you!
Accommodation
We are committed to fostering an inclusive, barrier-free and accessible environment. If you have been contacted for an interview and require accommodation to participate in the recruitment and selection process, please let us know and we will do our best to address your needs.