Strategic Coordinator - Executive Office

Strategic Coordinator - Executive Office

Temporary (Full-Time)

Youth Empowerment and Support Services (YESS) is currently seeking a qualified Strategic Coordinator - Executive Office to support the President and Chief Executive Officer and the Executive Leadership Team in the coordination and administration of high-level initiatives and strategic projects that drive organizational effectiveness. This is an 18 month contract position to cover a maternity leave.

What We Do

YESS is a not-for-profit agency working with youth facing difficult realities. Based in Edmonton, our Youth Support Centre provides immediate and low-barrier 24/7 sleep support and individualized wrap-around supports for young people aged 15 - 24.

We work collaboratively within a network of care focused on the prevention of youth homelessness by providing youth with the necessary supports to stabilize their housing, improve their wellbeing, build life skills, connect with community, and avoid re-entry into homelessness.

What You Will Do

Reporting to the President and CEO, the Strategic Coordinator - Executive Office will be working on various, complex and dynamic assignments on behalf of the CEO and Executive Leadership Team. They will be responsible for managing executive schedules, coordinating high-level meetings, and overseeing the execution of strategic initiatives that align with the organization's goals. Additionally the Strategic Coordinator - Executive Office will foster collaboration across teams, act as a liaison with stakeholders and contribute to the enhancement of the organizational culture.

Responsibilities Include:

Administrative Support

• Manage the executive's calendar, schedule meetings, and coordinate travel arrangements.
• Serve as the primary point of contact for internal and external stakeholders, managing communications with clarity and professionalism.
• Prepare agendas, materials, and minutes for executive meetings and board meetings, ensuring timely distribution and follow-up on action items.
• Develop high-quality content for internal and external communications, including newsletters, reports, and social media updates
• Maintain an organized and efficient office environment by ensuring all spaces are functional, while managing inventory and placing orders for office supplies to guarantee necessary materials are readily available for staff.

Strategic Initiatives

• Lead and coordinate strategic projects, working closely with cross functional teams to ensure alignment with organizational goals.
• Gather, analyze, and present data to support strategic decision-making and inform executive discussions.
• Assess resource needs for projects and initiatives, coordinating with finance and other departments to ensure effective budget management.
• Draft, review, and update organizational policies to ensure compliance and alignment with best practices.
• Research and write grant proposals to secure funding for organizational initiatives, ensuring alignment with strategic goals.

Leadership Support & Collaboration

• Foster collaboration among departments, ensuring clear communication and alignment on strategic initiatives
• Collaborate on the design and layout of workspaces to enhance functionality and create a positive work environment.

Staff Relationships & Engagement

• Assist in board and/or staff recruitment in collaboration with Human Resources. Act as a liaison between YESS and employment agencies and/or institutions (i.e.: Community Colleges, Universities etc.)
• Support in organizing and facilitating events across the organization.
• Integrate EDI principles into strategic initiatives, coordinate training, monitor progress on EDI goals, and provide insights to leadership to foster a culture that values diversity.

Development & Stakeholder Relations

• Plan and execute organizational events, including, staff retreats, donor events, ensuring all logistical details are managed effectively.
• Cultivate and manage relationships with donors to enhance engagement, retention, and support for the organization's mission.
• Participate in Fund Development projects and initiatives as required

Board of Directors Engagement

• Prepare comprehensive materials for board meetings, ensuring they reflect organizational priorities and strategic direction
• Cultivate relationships with board members and key stakeholders, facilitating communication and engagement.

Additionally, you will provide a professional level of service to donors, promote the agency in a positive manner to the outside community and share information, communicate, and collaborate with other YESS staff.

The Ideal Candidate will have:

• Excellent Communication Skills: Capable of clearly expressing ideas and encouraging open dialogue among staff and stakeholders
• Organizational Expertise: Outstanding ability to juggle multiple tasks, prioritize effectively and pay close attention to detail
• Interpersonal Skills: Proficient in building and nurturing relationships across various teams and organizational levels.
• Adaptability: Flexible in navigating a dynamic environment and adjusting to shifting priorities.
• Confidentiality: Trustworthy in handling sensitive information and maintaining confidentiality.
  
• Leadership Qualities: Able to inspire and motivate others while supporting executive leadership.
  
• Problem-Solving Skills: Proactive in identifying challenges and developing effective solutions.

What You Bring

• Minimum 7 years of Executive Support
• A combination of skills, competencies, and education will also be considered
• Knowledge of office systems: MS-Office and SharePoint preferred

Prerequisites

• Clear police clearance (CRIM) within the last six months
• Child and Youth Intervention (CYIM) check both obtained within the last six months
• Valid class 5 driver's license
• Drivers abstract within the last three months
• $1 million personal liability vehicle insurance
  

YESS is an equal opportunity employer, committed to an inclusive and safe work environment for people of all backgrounds.

We thank all applicants for their interest, however only those shortlisted will be contacted.