Job Title: Executive Coordinator
Location: Remote within Canada
Department: Office to the President
Reports To: President and CEO
Starting Salary range: Range: $70,000.00 - $81,368.01 (grade 5)
Job InformationCome join the AFMC team, where innovation in medical education meets a flexible and supportive work environment! As a team, we hold a deep commitment to a set of core values that guide our every action. Integrity is our foundation. Collaboration is our driving force. Engagement is vital. Equity is at the heart of our mission. Lastly, innovation propels us forward. We’re proud to offer a remote work setting that not only allows you to contribute from the comfort of your home but also promotes work-life balance through a 35-hour workweek and flexible scheduling options. In addition to an empowering and collaborative culture, AFMC provides an excellent benefits package, ensuring your well-being is our priority. And let’s not forget about the future: we offer a defined benefit pension program through HOOPP, setting you on the path towards financial security in your retirement years. Experience the unique blend of purposeful work and quality of life at AFMC!

JOB SUMMARY:

As the sole position dedicated to supporting the Office of the President and CEO, the Executive Coordinator plays a critical and trusted role in ensuring the effective and efficient daily functioning of the executive office. Reporting directly to the President and CEO, this role provides comprehensive administrative and logistical support to help the President and CEO stay organized, prepared, and focused on advancing the organization’s priorities.
Working fully remotely, the Executive Coordinator must demonstrate exceptional writing skills, organizational skills, professionalism, problem solving skills (thinking outside the box), initiative, and discretion. This individual serves as a key point of coordination, managing a complex calendar, documentation, and communications to ensure the President and CEO can lead with clarity and impact. The role is ideally suited to a highly dependable, bilingual (French and English) professional who thrives in a fast-paced environment and takes pride in enabling executive-level success behind the scenes.

ROLE RESPONSIBILITIES:

• Provide high-level administrative support to the President and CEO, serving as the single point of coordination for the executive office.
• Manage and prioritize the President and CEO’s calendar, including scheduling, conflict resolution, and forward planning to ensure preparedness for upcoming meetings and responsibilities.
• Prepare, edit, and format a range of materials, including briefing notes, presentations, internal and external correspondence, and reports.
• Support meeting logistics—both virtual and in-person—including letters, agendas, background documentation, scheduling, and post-meeting follow-up.
• Monitor and follow up on action items and outstanding requests, helping the President and CEO stay on track across multiple timelines.
• Coordinate travel arrangements and manage expense submissions and tracking for the President and CEO.
• Maintain confidential digital records and ensure timely access to information and documentation.
• Maintain key contacts within the AFMC’s contact record management system.
• Support the creation and maintenance of the President and CEO’s travel budget.
• Act as a point of contact for internal and external inquiries directed to the President and CEO, responding or redirecting with professionalism and tact.
• Liaise with staff, board members, and external interested parties to facilitate communication and scheduling.
• Collaborate with administrative peers across the organization to ensure cross-coverage and alignment where needed.
• Anticipate needs and offer proactive support to enable the President and CEO to focus on strategic leadership priorities.
• Perform other duties as assigned.

What you’ll need to be successful in the role (essential qualifications):

• Post-secondary certificate or diploma in business administration, office management, or a related field—or equivalent professional experience.
• Minimum of five (5) years of experience supporting a senior executive in a fast-paced, high-responsibility environment.
• Excellent written and verbal communication skills in both official languages.
• Demonstrated success in managing schedules, meeting logistics, and executive-level correspondence.
• Superior organizational and time management skills, with the ability to manage multiple priorities independently.
• Discretion, professionalism, and a strong sense of accountability when handling confidential matters.
• Advanced proficiency with Microsoft Office (Outlook, Word, PowerPoint, Excel) and virtual meeting platforms (e.g., Microsoft Teams).
• Comfortable working in a fully remote environment, with strong digital communication and collaboration skills.
• A proactive and solution-focused attitude, with a commitment to service excellence

While fulfilling job responsibilities, this role requires flexibility to work in different environments, including a remote home office setup, occasional travel, and participation in in-person meetings. Due to these demands, the employee will typically engage in the following activities:

• Extended periods of sitting, often at a computer workstation.
• Flexibility in work hours, including the potential for occasional overtime, to meet project deadlines, especially when coordinating with different time zones or during travel