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Executive Coordinator



Position title: Executive Coordinator
Position location: Ottawa
Reports to: Executive Director
Application deadline: September 24, 2017

Nature and Scope:

The Executive Coordinator supports the Executive office and the Senior Management team in the implementation of corporate responsibilities.

These assignments range from communications with WUSC’s Board of Directors and the organization and coordination of Board and Committee meetings; communications with government, university and college members and other WUSC stakeholders; planning and coordinating of organizational events such as the International Forum and Annual Assembly and activities related to various awards, to independently performing all daily administrative tasks associated with the Executive Director’s office. 

The Executive Coordinator will be responsible for the following:

Executive Office Management and Coordination:

  • Support the Executive Director and Management Committee in tracking and shepherding high level strategic planning processes
  • Maintain process and document management for the executive office and Management Committee
  • Support the executive office in the organization of  appointments, travel, internal and external communications, and official correspondence and liaison with counterpart offices, university and college communities, donors and partner agencies
  • Support the Management Committee and other committees chaired by the Executive Director: preparing and communicating documentation, recording and circulating minutes
  • Track key dates and maintain the corporate calendar
  • All other related duties, as assigned by the Executive Director

    Secretary to the Board of Directors:

  •  Support the WUSC Board of Directors, the Executive and Nominations Committees: coordinate all arrangements for Board meetings including travel, hotel, reimbursements and payment of expenses, technical support, social functions
  • Prepare and circulate related Board meeting documentation packages: Collect and prepare recordings, take and distribute meeting minutes, coordinate the translation of all appropriate documents
  • Support ongoing communication with members of the Board, including coordinating the self-evaluation process 

  • Governance and Stakeholder Relations:

  •  Act as point person for questions or activities related to WUSC’s bylaws or WUSC’s governance structure
  • Assist in ensuring compliance with provisions in WUSC’s governing documents and applicable regulations
  • Coordinate the WUSC Annual General Assembly and manage relationships with WUSC members as needed
  • Work closely with the communications and fundraising team to support initiatives involving key alumni, including coordinating and preparing the WUSC awards and the Perinbam Trustees
  • Work closely with staff around university and college membership, facilitating membership renewal, tracking membership visits and contacts, maintaining strong relations with members and providing required assistance

Event Planning/Coordination:

  • Act as the lead logistical coordinator of the WUSC International Forum: overseeing the planning of all facets of the event and ensuring seamless coordination between key activities and the various teams
  • Coordinate and support other organizational events such as meetings of field directors, WUSC staff retreats, high profile visits and institutional and alumni events

Qualifications and Competencies:


  • Bachelor’s or masters degree or equivalent preferred
  • A minimum of seven to ten years of relevant eperience
  • Good understanding of NGO management and governance
  • Experience with the process of strategic planning and organizational goal setting
  • Considerable experience with office administrative management in a similar position, reporting to or dealing with senior staff and Directors of a Board
  • Experience with the varied aspects of corporate meetings (minutes, logistical arrangements, etc.)
  • Sound experience coordinating special events
  • Sound understanding of gender equality and development issues


  • Exceptional communication skills, including verbal, writing, and proof reading skills in both English and French
  • Superior oral and written communication skills: clear, concise, persuasive writing style
  • Highly organized with a strong attention to detail
  • Ability to manage multiple projects and work assignments simultaneously
  • Excellent interpersonal skills both in person and by phone, with high degree of professionalism
  • Independent and resourceful
  • Strong work ethic and customer service
  • Proven judgement, diplomacy, integrity and discretion with confidential information
  • Strong aptitude with technology, proficient using the latest versions of Microsoft Word, Excel, PowerPoint, Access, and mail merges; email and web searches, experience with Google applications and web conferencing is a strong asset


  • Fluency in English and French is essential.  Spanish and/or other languages would be an asset.


WUSC – World University Service of Canada – is a leading Canadian non-profit organization in international development, committed to building a more equitable and sustainable world. We work with a unique and powerful network of post-secondary institutions, private-sector partners and volunteers to provide education, employment and empowerment opportunities that improve the lives of millions of disadvantaged youth around the world.

WUSC offers a dynamic international work environment with a diverse intercultural workforce.  Our employees have exciting opportunities to apply their skills and gain experience all while making a difference for youth around the world. We believe youth have the potential to provide for their families, build strong communities, and create positive social change for future generations. 


WUSC is an equal opportunity employer.  We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Only those candidates selected for an interview will be contacted.  No telephone calls please.

If you wish to apply for this position, please follow this link to register on WUSC’s candidate database.


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