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 includes supporting and coordinating external committees and internal meetings, preparing 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 will also help the team use digital tools more effectively.

How you will make an impact every day

1. Manages calendars and schedules, sets up and accepts appointments, arranges travel, prepares necessary background documentation/meeting packages.

2. Schedules and plans external and internal meetings: coordinates with external partners, develops agendas, circulates materials, prepares minutes.

3. Administers surveys via SurveyMonkey and analyzes results.

4. Develops and delivers written communications, including newsletters and slide decks, to inform and communicate strategically with stakeholders.

5. 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.

6. Manages and maintains the team’s SharePoint database and other digital tools.

7. Maintains the PWLE/expert database.

8. Orders materials and recognition gifts.

9. Supports coordination of requests from regional Development, such as coordinating the participation of funded researchers in fundraising events.

10. Maintains and updates lobbyist registries.

11. Administers mass emails, such as to MPPs/MLAs, through Outlook mail merge, Constant Contact or other tools.

Who we need

Education

1. Post-secondary college diploma or university degree in an administration or relevant field.

Experience

1. Minimum 2-3 years of administrative and coordination experience, with extensive knowledge of office practices and use of digital tools.

2. 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.

3. Demonstrated hands-on experience using Microsoft Office (e.g. Outlook, Word, Excel and PowerPoint) and web-based platforms (e.g. SharePoint, Dropbox, GoTo Meeting).

4. Capacity to support and work with a team in time zones across Canada.

5. Proven track record in external stakeholder management and communications.

6. Project management experience working with a health charity is an asset.

Skills

1. Organizational skills to orchestrate multiple activities simultaneously and arrange information and files effectively.

2. Strong interpersonal and listening skills to work effectively with other members of the H&S Mission team and interact with all stakeholders using discretion and diplomacy.

3. Excellent written communication skills for preparing and coordinating communications.

4. Excellent verbal communication skills for working with senior volunteers and stakeholders.

5. The use of tact and diplomacy when communicating timelines and delivery dates for time-sensitive materials.

6. Ability to communicate problems and solutions clearly.

7. Clear sense of urgency and ability to follow through on requests from multiple internal and external stakeholders.

8. Thorough knowledge of office software products: MS Office (Word, Excel, Outlook), internet, electronic mail, presentation (PowerPoint), spreadsheet applications, online survey applications, and cloud-based file sharing platforms.

What we offer

At Heart & Stroke, we prioritize fostering a culture of caring by implementing practices and programs that promote respect, compassion, trust, and attentiveness to our own and others’ health and well-being.

In addition to a competitive salary, 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 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. 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.