Office Coordinator – Executive and Governance

Job location: Mississauga, ON
Employment type: Full-time Regular
Pay range: $ 71,872.80 – $ 89,840.64, annual salary
Hours for position: 35hours per week

Job Description:
The Office Coordinator – Executive and Governance Operations provides high-level coordination, administrative, and operational support to the Executive Director, Office of the Chief Executive Officer (ED, OCEO), while also supporting the Corporate Secretary and Organizational Governance Manager ensuring effective governance, committee coordination, and executive processes of the College of Family Physicians of Canada (CFPC). This role is a central enabling function within the executive office, ensuring strong coordination across governance bodies, executive priorities, and organizational processes. The incumbent works in a highly confidential environment, exercises sound judgment, and manages complex, interrelated workflows involving the Board, executive leadership, committees, and senior staff. The position requires a strong understanding of governance processes, excellent organizational and communication skills, and the ability to manage competing priorities with professionalism and discretion.

Requirements:
• College Diploma in Office Administration, Business Administration, Public Administration,
• Governance, or related field is required.
• 3 years of relevant experience is required.

Main Responsibilities include but are not limited to:
• Essential Duties
Executive Office Coordination (Primary support to ED, OCEO):
• Provide day-to-day coordination and administrative support to the ED, OCEO, including calendar management, meeting coordination, document preparation, and follow-up on action items
• Coordinate executive-level meetings (e.g., ad hoc working groups, senior leadership briefings), including agenda logistics, materials compilation, distribution, and records management
• Track priorities, deadlines, and deliverables across the ED, OCEO portfolio, ensuring timely follow-up and alignment across stakeholders
• Support executive communications, including drafting routine correspondence, preparing briefing materials, and coordinating inputs from across the organization.

Governance & Corporate Secretariat Support:
• Coordinate governance-related meetings, including Board, committee, task force, and advisory body meetings, ensuring logistical readiness and adherence to established governance processes
• Assist with preparation, organization, and distribution of governance materials (agendas, briefing notes, reports, minutes, decision records) on the Board platform solution
• Support maintenance of governance documentation, including terms of reference, committee membership lists, decision logs, calendars, and records in accordance with corporate and legal requirements
• Track governance actions, resolutions, and follow-ups, ensuring clarity and timely completion
• Support onboarding and offboarding of Board and committee members by coordinating materials, access, and administrative requirements
• Assist with coordination of governance workplans, cycles, and key milestones (e.g., annual calendars, reporting timelines).

Coordination, Planning & Process Support:
• Serve as a coordination hub across the executive office and governance functions, ensuring alignment of schedules, materials, and priorities
• Support planning and execution of major governance and executive initiatives (e.g., strategic planning, governance modernization projects, board effectiveness activities)
• Contribute to the development and improvement of administrative and coordination processes to enhance efficiency, clarity, and consistency
• Maintain shared tracking tools, calendars, and repositories to support transparency and continuity across roles.

Confidentiality, Judgment & Professional Standards:
• Handle sensitive and confidential information with discretion and professionalism
• Exercise sound judgment in managing competing priorities, escalating issues as appropriate
• Demonstrate a strong understanding of professional boundaries within a governance and executive environment.

• Related duties
• Ensure effective and professional communications with all internal and/or external contacts
• Develop and maintain collaborative relationships at all levels of the organization in order to build trust and confidence in the services provided
• Work in accordance with all CFPC policies, procedures and processes with all applicable legislation
• Work in accordance with all health and safety requirements
• Demonstrate behaviors aligned with the CFPC Values in Action
• Contribute to delivering on the overall work plan of the department and strategic goals of the CFPC
• Participate in the development and/or execution of special projects as required
• Participate on internal staff committees or working groups as required
• Assist with the training of new team members as required
• Support the team and collaborate with colleagues to ensure departmental needs are met including absence coverage and cross-training as required
• Participate with the onboarding of new team members as required

Please view full job description here.

Application Process:
Please submit a cover letter and your résumé referencing the vacancy# 2026-14 to: careers@cfpc.ca by May 25, 2026.

Posting Close Date:
May 25, 2026

Contact Person’s Name & Email Address:
Agnes Dlugosz, HR Advisor; adlugosz@cfpc.ca