OCC Coordinator

Purpose:

The OCC Coordinator provides day-to-day administrative, records, and operational support to the Office of the Council of Chiefs (OCC). Reporting directly to the Office Manager, the Coordinator plays an essential role in ensuring the smooth functioning of OCC administrative systems and processes.

This position supports meeting coordination, project logistics, records management, strategic file organization, and internal communication across portfolios. The OCC Coordinator also assists with note-taking project files and supports both daily operations and long-term administrative effectiveness. This position requires attention to detail, organization, discretion, and the ability to manage multiple priorities in a governance setting.

General Administrative Support

• Provide administrative support to the OCC Unit under the direction of the Office Manager.
• Coordinate internal schedules, prepare agendas, and manage calendars for OCC-related activities.
• Order and maintain inventory of office supplies and tracks service requests as needed.
• Process incoming and outgoing mail, handle photocopying, and prepare correspondence.
• Assist with travel bookings, advance payments, and travel reimbursement requests for OCC members as needed.
• Perform other duties as assigned.

Records Management

• Assist in the development, maintenance, and organization of both digital and physical filing systems.
• Ensure files are up to date, securely stored, and easily retrievable for OCC staff.
• Work with the Office Manager and Records Management for filing OCC records.
• Maintains and updates OCC’s internal document repositories (Network Drives, SharePoint, and One Drive).
• Supports archiving, document retention, and information-sharing procedures in line with OCC policy.

Meeting and Event Coordination

• Coordinate logistics for OCC meetings, planning sessions, and events (in-person and virtual).
• Prepare and distribute agendas, meeting packages, and follow-up materials.
• Track decisions, follow-up items, and confirm next steps or meeting dates before adjournment.
• Book meeting space or virtual platforms, arrange refreshments, and ensure proper setup and cleanup.

Project and Portfolio Support

• Support administrative and logistical tasks for OCC portfolio work and special projects, as assigned by the Office Manager.
• Assist with coordination, tracking, and documentation of meetings or project deliverables.
• Prepare and maintain organized project files, communications, and schedules.
• Liaise with internal staff and external contacts for scheduling, documentation, or administrative coordination.

Strategic Discussion Note taking and File Organization

• Attend Council Strategic Discussions and record accurate notes and key decisions.
• Follow up with discussion leads to obtain supporting materials as needed.
• Ensure finalized notes and related documentation are filed in the OCC SharePoint weekly.
• Update and maintain the Strategic Discussion Tracker and distribute finalized notes to authorized parties.

Internal Communications and Administrative Coverage

• Assist with preparing and distributing internal communications such as memos, bulletins, and notices.
• Support the flow of information between OCC administrative staff, Strategists, Portfolio Chiefs, and internal MCK units.
• Provide administrative coverage and support to OCC administrative staff during absences, peak periods, or project demands.
• May provide backup support to the Advisory Coordinator in periods of high demand, absence, or as delegated by the Office Manager.
• May assist with basic research, meeting logistics, or preparation of summary materials for assigned portfolios.
• Support note-taking, file organization, and distribution of materials related to portfolio-based advisory work.
• Ensure documents are shared with the appropriate Strategist or Portfolio Chief in a timely and organized manner.

Participate in MCK community engagement.

• Create, implement, and maintain communication and stakeholder management tools to track stakeholder expectations, maintain relationships, and ensure effective communication.
• Participate in planning MCK community engagement in relation to the Portfolio files.