41-2025 Executive Coordinator & Board Liaison- Permanent Full-time
About the role
41-2025 Executive Coordinator & Board Liaison - Permanent Full-time
We are seeking a highly organized and proactive Executive Coordinator & Board Liaison who brings exceptional administrative, governance, and project coordination skills to the Executive Office. This is a pivotal role supporting the Executive Director, Associate Executive Director, and Board of Directors, while also playing a key part in advancing organizational projects and strategic initiatives.
If you're a collaborative professional with project management experience and a commitment to excellence, join a values-driven organization with a 100+ year legacy of strengthening Ottawa families.
Location: Ottawa, Office-based
Start Date: Immediate
Position: Non-Union
Salary Range: $52,427.85 to $64,725.20, comprehensive benefits
Job ID: 41-2025 - Executive Coordinator & Board Liaison
ABOUT US
Family Services à la famille Ottawa (FSO-SFO) has been strengthening individuals and families—and, by extension, the Ottawa community—since 1914. We provide skillful and compassionate support to help people navigate mental health concerns, parenting challenges, and family conflict or violence. Through accessible counselling, support groups, and educational programs, families increase their knowledge and skills, adopt healthy strategies, build meaningful connections, and enhance resilience. We serve individuals across the lifespan and within all types of family constellations, including children, youth, transitional-aged youth, adults, seniors, couples, and families. Our work is grounded in the real needs of clients, the complex environments they live in, and a strong foundation of clinical and mental health expertise.
From Mothercare during the influenza epidemic of 1917, to supporting families during post-WWII reintegration, to redefining family therapy to reflect the diverse realities of “family”—FSO-SFO continues to innovate and evolve in response to the changing needs of our community.
We strive to lead and convene the best and promising practices, ensuring our services remain relevant and impactful. Today, 98% of clients report that working with FSO-SFO has had a positive impact on their lives.
As an accredited non-profit charitable organization, FSO-SFO is a trusted pillar of the Ottawa community. Our team is united by a commitment to well-being, belonging, community, accountability, and client-centered care. Join us in making a lasting difference for Ottawa families.
ABOUT THE POSITION
Reporting to the Executive Director and Associate Executive Director, the Executive Coordinator & Board Liaison provides high-level administrative, governance, and project support to the Executive Office. This role acts as a critical link between the Executive Director, Board of Directors, senior leadership team, and community partners.
Key responsibilities include:
Board and Governance Support
- Serve as the primary point of contact for the Board of Directors, ensuring clear and timely communication with the Executive Director and leadership team.
- Coordinate all aspects of Board and committee meetings, including scheduling, preparing and distributing agendas and materials, recording minutes, and tracking follow-up actions.
- Support governance best practices, compliance requirements, and documentation management.
Executive and Administrative Support
- Manage complex calendars, schedules, and confidential communications for the Executive Office.
- Track organizational projects and initiatives, ensuring timely follow-ups and progress monitoring.
- Liaise with internal teams to facilitate cross-departmental collaboration.
Office and Operations Management
- Oversee general office administration, including supplies, purchases, equipment, and vendor/contractor relationships.
- Support building operations, including office space planning, maintenance coordination, and health and safety compliance.
- Provide occasional reception coverage, including greeting visitors, directing inquiries, answering phones, and ensuring front-desk operations run smoothly.
Events and Fundraising
- Coordinate logistics for fundraising events, community engagement initiatives, and special projects.
- Provide administrative support for donor stewardship, fundraising campaigns, and event sponsorship outreach, in collaboration with development staff.
Communications and Engagement
- Assist with internal and external communications, including newsletters, Board updates, and organizational announcements.
- Coordinate internal and external meetings, ensuring effective preparation and follow-up.
This role requires exceptional organizational and project coordination skills, sound judgment in handling sensitive and confidential information, and a strong commitment to excellence in execution. The ideal candidate will bring a solid understanding of Board governance and the ability to serve as an effective liaison between the Board and the leadership team. They will also have a foundational grasp of project management tools and approaches, enabling them to support program improvements, track initiatives, and ensure follow-through on organizational priorities.
ABOUT YOU
You are a self-starter who thrives on organization, precision, and proactive communication. You’re comfortable managing multiple priorities, handling confidential information, and interacting with stakeholders at all levels with professionalism. You bring proven experience in executive support and have demonstrated success coordinating organizational projects or initiatives from start to finish.
You are a relationship-builder, a problem-solver, and a systems thinker—motivated by purpose and impact.
MINIMUM REQUIREMENTS
- Degree or diploma in Business Administration, Office Administration, or an equivalent combination of education and experience
- 3 to 5 years of progressive administrative experience, preferably in a non-profit or public sector organization
- Demonstrated experience supporting Boards or governance bodies
- Experience coordinating organizational projects and/or holding project management training or certification (e.g., CAPM, PMP, or equivalent) is an asset.
- Strong organizational and documentation skills; attention to detail
- Excellent written and verbal communication skills in English
- High proficiency in the Office 365 Environment
- Proven ability to learn and adopt new tools and systems quickly
- Bilingualism (French and English) is an asset
ADDITIONAL REQUIREMENTS
- Proof of legal entitlement to work in Canada
- Satisfactory Criminal Police Record Check
- Availability for occasional evening and weekend work (e.g., Board or committee meetings, fundraising events, and community activities)
We look forward to hearing from you. FSO-SFO is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace. Accommodation is available throughout the recruitment process. Please let us know how we can best support you.
While we thank all candidates for their interest, only those selected for an interview will be contacted.
About Family Services Ottawa
We offer counselling and support services to anybody in Ottawa who needs it. No matter what it is that you're dealing with, we're here to listen. We offer a safe space, and will help you work through whatever is troubling you.
Our programs are run by counsellors who are highly skilled and trained in each of our service areas. Family services staff and clients who have already benefited from our services are also involved in making our programs as helpful and successful as they are. We're here. We're available and we're open.
We offer counselling and support services to anybody in Ottawa who needs it. No matter what it is that you're dealing with, we're here to listen. We offer a safe space, and will help you work through whatever is troubling you.
Our counselling services are provided by registered psychotherapists who are highly skilled and trained in each of our service areas. Our community education and parenting programs are offered by highly skilled, experienced leaders and trainers.
Everything we do at family services is focused on helping our clients - like our free Walk-in Clinic on Tuesdays and Saturdays. We're here for children, adults, and families in all their forms. Whether it's relationship challenges, coping with stress and anxiety, or dealing with mental health challenges, we have programs that can help.
We're here. We're available and we're open.
41-2025 Executive Coordinator & Board Liaison- Permanent Full-time
About the role
41-2025 Executive Coordinator & Board Liaison - Permanent Full-time
We are seeking a highly organized and proactive Executive Coordinator & Board Liaison who brings exceptional administrative, governance, and project coordination skills to the Executive Office. This is a pivotal role supporting the Executive Director, Associate Executive Director, and Board of Directors, while also playing a key part in advancing organizational projects and strategic initiatives.
If you're a collaborative professional with project management experience and a commitment to excellence, join a values-driven organization with a 100+ year legacy of strengthening Ottawa families.
Location: Ottawa, Office-based
Start Date: Immediate
Position: Non-Union
Salary Range: $52,427.85 to $64,725.20, comprehensive benefits
Job ID: 41-2025 - Executive Coordinator & Board Liaison
ABOUT US
Family Services à la famille Ottawa (FSO-SFO) has been strengthening individuals and families—and, by extension, the Ottawa community—since 1914. We provide skillful and compassionate support to help people navigate mental health concerns, parenting challenges, and family conflict or violence. Through accessible counselling, support groups, and educational programs, families increase their knowledge and skills, adopt healthy strategies, build meaningful connections, and enhance resilience. We serve individuals across the lifespan and within all types of family constellations, including children, youth, transitional-aged youth, adults, seniors, couples, and families. Our work is grounded in the real needs of clients, the complex environments they live in, and a strong foundation of clinical and mental health expertise.
From Mothercare during the influenza epidemic of 1917, to supporting families during post-WWII reintegration, to redefining family therapy to reflect the diverse realities of “family”—FSO-SFO continues to innovate and evolve in response to the changing needs of our community.
We strive to lead and convene the best and promising practices, ensuring our services remain relevant and impactful. Today, 98% of clients report that working with FSO-SFO has had a positive impact on their lives.
As an accredited non-profit charitable organization, FSO-SFO is a trusted pillar of the Ottawa community. Our team is united by a commitment to well-being, belonging, community, accountability, and client-centered care. Join us in making a lasting difference for Ottawa families.
ABOUT THE POSITION
Reporting to the Executive Director and Associate Executive Director, the Executive Coordinator & Board Liaison provides high-level administrative, governance, and project support to the Executive Office. This role acts as a critical link between the Executive Director, Board of Directors, senior leadership team, and community partners.
Key responsibilities include:
Board and Governance Support
- Serve as the primary point of contact for the Board of Directors, ensuring clear and timely communication with the Executive Director and leadership team.
- Coordinate all aspects of Board and committee meetings, including scheduling, preparing and distributing agendas and materials, recording minutes, and tracking follow-up actions.
- Support governance best practices, compliance requirements, and documentation management.
Executive and Administrative Support
- Manage complex calendars, schedules, and confidential communications for the Executive Office.
- Track organizational projects and initiatives, ensuring timely follow-ups and progress monitoring.
- Liaise with internal teams to facilitate cross-departmental collaboration.
Office and Operations Management
- Oversee general office administration, including supplies, purchases, equipment, and vendor/contractor relationships.
- Support building operations, including office space planning, maintenance coordination, and health and safety compliance.
- Provide occasional reception coverage, including greeting visitors, directing inquiries, answering phones, and ensuring front-desk operations run smoothly.
Events and Fundraising
- Coordinate logistics for fundraising events, community engagement initiatives, and special projects.
- Provide administrative support for donor stewardship, fundraising campaigns, and event sponsorship outreach, in collaboration with development staff.
Communications and Engagement
- Assist with internal and external communications, including newsletters, Board updates, and organizational announcements.
- Coordinate internal and external meetings, ensuring effective preparation and follow-up.
This role requires exceptional organizational and project coordination skills, sound judgment in handling sensitive and confidential information, and a strong commitment to excellence in execution. The ideal candidate will bring a solid understanding of Board governance and the ability to serve as an effective liaison between the Board and the leadership team. They will also have a foundational grasp of project management tools and approaches, enabling them to support program improvements, track initiatives, and ensure follow-through on organizational priorities.
ABOUT YOU
You are a self-starter who thrives on organization, precision, and proactive communication. You’re comfortable managing multiple priorities, handling confidential information, and interacting with stakeholders at all levels with professionalism. You bring proven experience in executive support and have demonstrated success coordinating organizational projects or initiatives from start to finish.
You are a relationship-builder, a problem-solver, and a systems thinker—motivated by purpose and impact.
MINIMUM REQUIREMENTS
- Degree or diploma in Business Administration, Office Administration, or an equivalent combination of education and experience
- 3 to 5 years of progressive administrative experience, preferably in a non-profit or public sector organization
- Demonstrated experience supporting Boards or governance bodies
- Experience coordinating organizational projects and/or holding project management training or certification (e.g., CAPM, PMP, or equivalent) is an asset.
- Strong organizational and documentation skills; attention to detail
- Excellent written and verbal communication skills in English
- High proficiency in the Office 365 Environment
- Proven ability to learn and adopt new tools and systems quickly
- Bilingualism (French and English) is an asset
ADDITIONAL REQUIREMENTS
- Proof of legal entitlement to work in Canada
- Satisfactory Criminal Police Record Check
- Availability for occasional evening and weekend work (e.g., Board or committee meetings, fundraising events, and community activities)
We look forward to hearing from you. FSO-SFO is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive workplace. Accommodation is available throughout the recruitment process. Please let us know how we can best support you.
While we thank all candidates for their interest, only those selected for an interview will be contacted.
About Family Services Ottawa
We offer counselling and support services to anybody in Ottawa who needs it. No matter what it is that you're dealing with, we're here to listen. We offer a safe space, and will help you work through whatever is troubling you.
Our programs are run by counsellors who are highly skilled and trained in each of our service areas. Family services staff and clients who have already benefited from our services are also involved in making our programs as helpful and successful as they are. We're here. We're available and we're open.
We offer counselling and support services to anybody in Ottawa who needs it. No matter what it is that you're dealing with, we're here to listen. We offer a safe space, and will help you work through whatever is troubling you.
Our counselling services are provided by registered psychotherapists who are highly skilled and trained in each of our service areas. Our community education and parenting programs are offered by highly skilled, experienced leaders and trainers.
Everything we do at family services is focused on helping our clients - like our free Walk-in Clinic on Tuesdays and Saturdays. We're here for children, adults, and families in all their forms. Whether it's relationship challenges, coping with stress and anxiety, or dealing with mental health challenges, we have programs that can help.
We're here. We're available and we're open.