Executive Coordinator in Peterborough

Application Deadline: OPEN

Position Status: Full-Time, Permanent

Position Type: Existing Vacancy

Estimated Start Date: August 2026

Compensation: $70,000 - $90,000

Hours of Work: Based on 40 hours per week

Work Location: Peterborough, Ontario

Hiring Contact: For questions about this position or the recruitment process, please contact: Dakotah Herron, Human Resources Business Partner Email: dherron@dmwills.com

Are you a confident, energetic, and highly organized professional who thrives on turning ideas into action and creating meaningful results? The Executive Coordinator is a high-impact role that serves as an extension of our Executive Leadership Team, helping translate strategic priorities, opportunities, and initiatives into polished outcomes that move the organization forward. This position is ideal for someone who is proactive, resourceful, and skilled at anticipating needs, coordinating priorities, and getting things done with a high level of professionalism and attention to detail.

As an important first point of connection for our organization, this role plays a significant part in creating a welcoming, professional, and positive experience for everyone who walks through our doors. You will be responsible for managing front-office operations while supporting employees, clients, partners, and visitors with a high level of service and professionalism. Working closely with executives and teams across the organization, you will bring energy, initiative, and exceptional organizational skills to a role where no two days are the same.

Key Responsibilities:

• Executive Operations and Strategic Support: Serve as a trusted strategic partner to the President and Executive Leadership Team by providing high-level administrative, operational, and strategic support that enables leaders to remain focused on organizational priorities and decision-making. Coordinate, monitor, and track organizational strategic initiatives, ensuring progress, accountability, and timely follow-up on key deliverables. Create and maintain executive dashboards, strategic summaries, internal and corporate project trackers, and reporting tools that provide visibility into organizational priorities. Anticipate executive needs by proactively identifying requirements, preparing materials, and coordinating activities in advance. Prepare executive briefing materials, presentations, speaking notes, and background information to support meetings, conferences, public speaking engagements, and employee and client interactions. Draft executive correspondence, organizational messaging, reports, and communications for review and approval. Act as a trusted resource to the Executive Leadership Team by identifying opportunities to improve efficiency, streamline workflows, anticipate needs, and optimize organizational processes.
• Board Governance and Corporate Administration: Coordinate all administrative aspects of the Board of Directors, Executive Leadership Team, and senior leadership meetings, including scheduling, agenda development, preparation and distribution of meeting materials, minute taking, decision log, and action item tracking and follow up. Coordinate Annual General Meetings, shareholder meetings, strategic planning sessions, and other corporate governance activities. Support the preparation, coordination, review, and distribution of governance documentation, shareholder materials, reports, and other executive-level documents. Liaise with legal counsel and external advisors to coordinate documentation, approvals, and governance-related activities. Maintain corporate records, governance files, and organizational documentation while ensuring accuracy, confidentiality, and accessibility.
• Executive Project and Meeting Coordination: Advance internal and corporate projects and initiatives by developing timelines, monitoring milestones, tracking deliverables, and following up on outstanding action items. Establish and maintain executive decision governance by tracking key decisions, documenting rationale and ownership, monitoring follow-up activities, escalating overdue items as appropriate, and ensuring decisions are implemented and formally closed. Facilitate efficient and results-focused meeting practices by preparing agendas, documenting discussions, recording decisions, and ensuring completion of assigned actions. Coordinate executive calendars for organizational meetings, employee and client engagements, and strategic initiatives, while managing competing priorities. Prepare meeting summaries, status reports, and executive updates to support informed decision-making. Support executive planning through the coordination of recurring reviews, priority tracking, and organizational planning activities.
• Corporate Operations and Organizational Support: Ensure a professional and welcoming first point of contact for clients, partners, visitors, and employees as required. Develop, implement, and maintain organization-wide administrative standards, templates, procedures, and documentation to promote consistency and operational excellence. Maintain corporate operational manuals, procedures, and organizational workflows while ensuring documentation remains current and accessible. Coordinate and maintain corporate memberships, registrations, licenses, subscriptions, user accounts, organizational directories, and other administrative records, ensuring information remains accurate, current, and accessible. Administer the corporate vendor database by maintaining accurate records for subconsultants, contractors, and other service providers; monitor vendor compliance requirements, including insurance certificates, WSIB clearance documentation, and other required qualifications, and ensure timely renewals and updates. Serve as the central resource for corporate administrative processes by promoting consistent practices and facilitating collaboration across practice areas. Lead alignment among Administrative Assistants, Proposal and Project Administrators on corporate standards, administrative procedures, and organizational initiatives to support effective information sharing, consistency, and operational excellence. Support continuous improvement initiatives by identifying opportunities to optimize organizational processes, strengthen systems and workflows, anticipate challenges, and implement improvements that enhance overall operational effectiveness.
• Communications and Presentation Development: Work closely with the Executive Leadership Team to draft, refine, and coordinate communications, presentations, reports, speeches, and organizational messaging. Prepare high-quality visual presentations, graphs, charts, dashboards, and executive reporting materials. Support the preparation of organizational announcements, strategic communications, shareholder communications, and executive correspondence. Ensure executive and corporate communications align with organizational priorities, strategic direction, and established standards, while coordinating the timely distribution of communications to appropriate audiences.
• Executive Analytics and Decision Support: Compile, analyze, and present organizational data, metrics, financial information, workforce statistics, and operational reports to support executive decision-making. Extract and consolidate information from organizational systems to develop meaningful reports, dashboards, and executive summaries. Prepare visual representations of complex information through charts, graphs, and data visualization tools. Monitor organizational performance indicators and provide reporting to support strategic planning and operational effectiveness.
• Employee and Client Relations and Executive Liaison: Coordinate engagement activities with Board members, clients, community partners, industry associations, external organizations, and other key stakeholders. Schedule and coordinate meetings with external partners while preparing executives with briefing materials, background information, and discussion points. Foster productive working relationships with internal practice areas to support cross-functional collaboration and organizational initiatives. Serve as a key point of connection between the Executive Leadership Team and internal and external stakeholders while maintaining the highest level of confidentiality, discretion, and responsiveness.
• Program Coordination and Special Projects: Coordinate organization-wide initiatives, office operations programs, strategic projects, and special assignments as directed by the Executive Leadership Team. Support leadership onboarding and offboarding activities in collaboration with internal practice areas. Coordinate executive involvement in organizational events, internal initiatives, and corporate activities, ensuring appropriate planning, communication, and logistical support. Coordinate executive participation in external engagements, including client meetings, site visits, conferences, community initiatives, and employee and client events, working closely with internal teams to ensure alignment, preparation, and effective representation of the organization.
• Executive Administrative Support: Provide executive administrative support including meeting coordination, travel arrangements, accommodation bookings, transportation logistics, and related executive activities. Coordinate executive documentation, filing systems, and confidential records in accordance with organizational standards. Manage multiple competing priorities while ensuring deadlines, commitments, and executive deliverables are consistently achieved.
• Continuous Improvement and Technology: Identify opportunities to leverage technology, automation, artificial intelligence, and digital tools to improve executive workflows and organizational efficiency. Champion best practices for document management, reporting, collaboration, and administrative excellence. Provide guidance and support to executives regarding technology solutions and productivity tools where appropriate.

Qualifications and Experience:

• Post-secondary education in Business Administration, Office Administration, Communications, Project Management, or a related field.
• Minimum 5 years of progressive experience supporting executives, leadership teams, corporate operations, or strategic initiatives in a professional environment.
• Proven ability to manage confidential information, prepare executive-level materials, and coordinate high-level meetings and priorities.
• Advanced project coordination, organizational, and time management skills with exceptional attention to detail and follow-through.
• Demonstrates integrity, accountability, and professionalism, with a proven ability to exercise sound judgment and consistently follow through on commitments.
• Excellent written and verbal communication skills, with experience preparing reports, presentations, and organizational communications.
• Strong analytical and problem-solving skills with the ability to develop meaningful reports, dashboards, and insights.
• Advanced proficiency with Microsoft Office Suite and experience using technology to improve efficiency and workflows.
• Ability to build strong relationships, exercise sound judgment and discretion, and work independently in a fast-paced environment.
• Ability and willingness to work 100% on-site in an office environment.

Work Culture: At Wills, we build partnerships with our team members, clients and community rooted in respect and fostered through a work environment that is committed to supporting, cultivating, and preserving a culture of diversity, equity and inclusion that respects people’s dignity, ideas, and beliefs. We value smart work and promote work-life balance for employees through our flexible work options. We also provide a social and professional work environment that supports personal and professional goals for all team members. We are socially conscious and strive to make a difference in the communities where we live and work.

Why this Job Matters: At Wills, we believe strong organizations are built through strong partnerships, effective collaboration, and a commitment to supporting our people, clients, and communities. As the Executive Coordinator, the work you do directly enables our Executive Leadership Team to focus on strategic priorities, make informed decisions, and move important initiatives forward. On a day-to-day level, your organization, attention to detail, and ability to turn ideas into action will help create efficiencies, strengthen communication, and ensure our teams have the support needed to succeed. On a broader level, you will play an important role in shaping the employee and visitor experience, supporting our culture, and helping advance the initiatives that allow Wills to continue growing and delivering meaningful solutions for our clients and communities across Ontario.

What You Will Gain: As the Executive Coordinator, you will have the opportunity to work closely with our Executive Leadership Team and gain broad exposure to the strategic, operational, and corporate functions that support a growing organization. This role provides a unique opportunity to contribute to meaningful initiatives, help shape organizational processes, and see the direct impact of your work across the company. Depending on your interests, initiative, and strengths, this position offers the opportunity to build expertise in executive support, project coordination, corporate operations, and organizational effectiveness while playing an important role in helping move ideas into action.

Use of Artificial Intelligence (AI): In accordance with Ontario legislation, applicants are advised that artificial intelligence may be used to support aspects of the recruitment process, such as application screening or scheduling.

Wills offers a competitive compensation package with comprehensive benefits and merit-based bonuses for performance and tenure. If you are a goal oriented, initiative-taking individual who is looking to join a successful team, Wills is interested in speaking with you. Please submit your resume and cover letter. We sincerely thank all candidates for their interest, however, please note that only those applicants selected for further consideration will be contacted. If selected for an interview, please advise us if you require accommodation.