Office Coordinator, Office of the Chief Executive Officer

Who we are:

Join us at Ottawa Community Housing, where we are more than a home to about 33,000 tenants across approximately 15,000 homes. As Ottawa's largest social and affordable housing provider, ranking second largest in Ontario and fourth largest in Canada, we're committed to enhancing tenant well-being through partnerships with local service providers and support agencies.

At OCH, diversity and equal opportunities are at the core of our workplace culture. We strive to mirror the vibrant communities of our city and have been honoured as the National Capital Region's Top Employer every year since 2018.

WE ARE PROUD BECAUSE EVERY DAY WE MAKE A DIFFERENCE! Together, we're transforming tenants' lives by “providing more than a home, because we care”.

What we offer:

Joining OCH means making a meaningful difference every day. We provide opportunities to positively impact your community in multiple ways. Recognizing that our employees are the cornerstone of our organization, we offer a comprehensive and competitive compensation and benefits package, flexible work options, professional development opportunities, health and wellness programs, and more.

What we seek:

Reporting to the Senior Manager, Corporate Governance and Executive Operations, the Office Coordinator performs administrative duties to support and coordinate the functions and activities of the Office of the CEO and provide a high standard of service to internal and external stakeholders.

Office Coordinator with OCH:

The Office Coordinator supports various board, committee and work group activities, and contributes to the overall delivery of administrative support services across the organization.

As the Office Coordinator, some of the things you will do include:

Administrative Support

• Provides expert administrative and general office support to the Chief Executive Officer, the Senior Manager and other departments.
• Prepares and supports Board and Committee meetings, reports and activities on a regular schedule, and leads related activities for assigned Board committees.
• Supports and coordinates meetings, committees, and workgroups, including developing agendas, taking minutes, and tracking items with required follow-up.
• Conducts fact finding, research and inquiries, as assigned.
• Compiles and analyzes data from various sources, prepares reports, and performs formatting and quality assurance reviews.
• Works as a member of the administrative support team, coordinating activities, supporting initiatives, and working to develop, improve, and standardize work processes and reporting tools.
• Assists in routing, drafting and responding to inquiries, complaints and other communications on behalf of the CEO and Senior Manager from internal and external stakeholders, providing a high standard of customer service.
• Supports and coordinates various office and corporate projects and activities, as required.
• Liaises with and supports effective communication and collaboration between departments and external stakeholders.
• Supports and participates in office and corporate meetings, workgroups, committees, activities and initiatives, and events as assigned.
• Maintains files and records in accordance with approved records management practices and OCH policies and procedures.
• Assists with financial and expense management, including invoice and payment processing.
• Assists in the design and preparation of strategic planning and business plan documents and other planning initiatives.
• Assists in the creation and tracking of scorecards, work plans and performance goals.

External / Internal Accountabilities

• Promptly reports all workplace accidents or incidents and unusual or dangerous work conditions.
• Represents OCH in a professional manner and treats all work-related contacts with respect and courtesy.
• Works in collaboration with other staff in a team approach to service delivery.
• Works in alignment with OCH vision, mission, values, interests, plans and objectives.

As an Office Coordinator, you can look forward to:

• A hybrid workplace with unique and ever-changing work tasks every new day.
• Fast-paced environment filled with exciting challenges to overcome.
• Positive and rewarding interactions with various individuals.
• Creating a positive change in our communities.

What you bring:

Education & Experience:

A typical candidate will have the following qualifications and experience. Exceptional candidates with different qualifications will be considered at the discretion of the employer if demonstrated experience, knowledge, and ability warrant.

• Successful completion of a post-secondary program in Office Administration, Public Administration, Business, or related discipline.
• A minimum of four (4) years related administrative experience in an office environment with responsibility for progressively more advanced administrative functions.
• Experience supporting board governance activities.
• Extensive knowledge of office and administrative procedures.
• Knowledge of records management principles and techniques.
• Knowledge of board governance practices and procedures.
• Advanced knowledge of Word, Excel, PowerPoint, Outlook, WordPress, SharePoint, collaboration tools, database applications and other standard corporate software.
• Understanding of the diverse needs, abilities and social, economic, cultural and other factors present in OCH tenant communities.
• Understanding of the values, vision and mission of Ottawa Community Housing and a commitment to support those objectives.
• Knowledge of applicable health and safety legislation, including the rights and responsibilities of workers and supervisors.
• Must be familiar with all applicable statutory requirements, policies, procedures and guidelines relevant to area of work.

Skills and abilities:

• Excellent organizational skills including the ability to manage multiple priorities under pressure.
• Skilled at taking minutes and proofreading for editing.
• Proactive and able to look ahead, plan and take appropriate action.
• Ability to write professionally and grammatically and to organize written material coherently.
• Excellent interpersonal skills allowing for appropriate professional relationships with colleagues at all levels within the organization as well as tenants, the public, and members of the Board of Directors.
• Strong attention to detail allowing for thoroughness and accuracy in accomplishing tasks.
• Takes initiative and able to work independently and with minimal supervision while implementing a team-based approach to the service delivery.
• Works in a confidential manner and demonstrates tact and diplomacy when dealing with sensitive issues.
• Makes appropriate judgment, able to assess potential risk to the corporation, and recognizes when issues should be escalated to superiors.
• Proficient in the use of information technology such as mobile devices and computer systems in the performance of work.
• Proficiency in English, oral, reading and writing is required.
• Proficiency in French, oral, reading and writing is required.

Other requirements:

• Satisfactory Criminal Records Check.
• Ability to work outside of normal business hours to attend meetings and meet deadlines.

Work conditions:

This is a full-time hybrid position with on-site attendance as required.

OCH is committed to providing accommodations for people with disabilities. If you require an accommodation, please notify Human Resources and we will work with you to jointly address your needs.

Apply now!

#Hybrid