Executive Coordinator

2 months ago

Victoria, Canada BC Family Maintenance Agency Full time

The BC Family Maintenance Agency is looking for an experienced Executive Coordinator to join our team in Victoria.

The Executive Coordinator provides secretarial and administrative services to the Chief Executive Officer (CEO) and Corporate Executive Team. This position involves managing the CEO’s calendar, screening communications, coordinating meetings and events, handling travel arrangements, and performing financial tasks such as invoice reconciliation. Additionally, it includes drafting and proofreading documents, maintaining records, supporting administrative systems, and providing backup to the Senior Executive Coordinator.

**ACCOUNTABILITIES**
- Manages the CEO’s calendar by determining priorities and urgent situations, scheduling meetings or time, and making changes and adjustments as required.
- Screens incoming phone calls and visitors to determine the nature and priority of the inquiry or request.
- Arranges meetings and events with a variety of participants and coordinates the logistics, including facilities and catering.
- Makes travel arrangements for the CEO / Corporate Executive Team and completes all related travel authorizations and expense reimbursements on behalf of the CEO.
- Responsible for maintaining a purchasing card and ensuring all invoices are paid in a timely manner and monthly reconciliations are completed.
- Proofreads and/or edits various forms of draft correspondence according to the Agency’s correspondence standards and returns to the author for corrections and changes.
- Screens incoming correspondence and requests for the Corporate Executive Team and forwards to appropriate VP, Director, Manager for their attention and/or response.
- Responsible for maintaining accurate executive records following the Agency’s records management system.
- Develops, implements, and maintains administrative systems, procedures, and standards, including but not limited to executive correspondence, templates, records management, and mail processing
- Identifies emerging issues, determines their urgency/priority, gathers and compiles background information, and briefs the CEO for timely and appropriate decisions and/or action.
- Develops and maintains a tracking system to ensure correspondence, reports, etc., are completed within critical timelines.
- Composes or prepares routine and non-routine correspondence, based on information or notes provided, for the approval and signature by the CEO and Corporate Executive Team.
- Responsible for developing, editing and formatting documents utilizing the Microsoft Office Suite.
- Provide back-up support to the Senior Executive Coordinator on an as needed basis.

**JOB REQUIREMENTS**

**Education**
- Completion of certificate in office administration or equivalent. An equivalent combination of education, experience and/or training may be considered.

**Experience**

A minimum of two years’ experience in **each** of the following:

- Experience in an executive administrative/coordinator role, dealing with highly confidential and sensitive issues.
- Managing a demanding calendar by determining priorities and urgent situations, scheduling and coordinating appointments, meetings, travel arrangements, and compiling meeting materials.
- Reviewing, creating and formatting a variety of documents, including briefing materials, correspondence, memos, detailed reports and presentations.
- Managing diverse workloads effectively and independently, including coordinating briefing materials and correspondence in a fast-paced, high volume and tight deadline work environment.

**Knowledge, Skills and Abilities**
- Communicating effectively, both orally and in writing, and attention to detail is required.
- Accurately monitoring and tracking deadlines and information.
- Working independently, under limited supervision, and in a team environment.

**_
Preference may be given to applicants with one (1) or more of the following_**:

- A diploma or higher in office or business administration.
- Experience with Microsoft 365 Suite
- Public Sector work experience

**Additional Information**
- A Criminal Record Check is required

We are committed to promoting equity, anti-racism and multi-culturalism, addressing social and health issues such as mental health and poverty, and providing services that make communities safer. We strive for lasting and meaningful reconciliation through Indigenous-specific community recognition, outreach, and relationship building efforts.

  • Executive Coordinator

    1 month ago

    Victoria, Canada BC Family Maintenance Agency Full time

    BC Family Maintenance Agency (BCFMA) is a BC Crown agency which provides a free service available to families in British Columbia who are eligible to receive or pay family support. The Agency offers support that strengthens families so that they may achieve their full potential and secure the best possible future for their children. By putting people first,...

  • Customer Service Coordinator

    6 months ago

    Victoria, Canada Executive Aviation Full time

    If you’ve answered yes, then we would love to hear from you! This position would report to the Victoria International Airport Station Manager. **What do we offer?** Executive Aviation is proud to have very progressive wage ranges with lots of earning potential. The range of salary for this position is $21.80-$26.70/hour. We offer comprehensive Health...

  • Operations Manager

    6 months ago

    Victoria, Canada Executive Aviation Full time

    Executive Aviation is excited to announce that we are looking for an Operations Manager to join our team at the Victoria Airport (YYJ)! Do you enjoy people management and helping promote team member growth? Do you thrive in a fast-pace, goal-oriented environment? Do you consider yourself to be safety conscious? Do you enjoy working with deadlines, and do you...

  • Executive Operations Coordinator

    3 weeks ago

    Victoria, Canada Pacifica Housing Full time

    **Position**: Executive Operations Coordinator **Posting Number**:#24-112 **Reports to**: Manager of Executive Operations **Union**:BCGEU (Excluded) **Compensation**: $58,000 - $68,000 (Commensurate with Experience) **Schedule**:8:30am-4:30pm, Monday-Friday (75 hours bi-weekly) **Posting Closing Date**:December 10, 2024 at 4pm **Organizational...

  • Executive Coordinator

    4 weeks ago

    Victoria, British Columbia, Canada IMM Recruitment Ltd Full time

    About IMM Recruitment LtdWe are seeking an Executive Coordinator to join our team. This is a permanent position with 35-40 hours per week.Salary InformationThe estimated salary for this role is $45,000 - $55,000 per year, depending on location and experience.Job DescriptionIn this role, you will be responsible for coordinating the activities of the HR...

  • Customer Service Agent

    6 months ago

    Victoria, Canada Executive Aviation Full time

    Are you ready to take off and start a new and exciting career in the aviation industry? If so, we want to chat with you! Our operation in Victoria is taking flight and provides our team members with an amazing opportunity to work with one of our many different airline partners! In Victoria you will be a part of an amazing team of customer service...

  • Customer Service Agent

    6 months ago

    Victoria, Canada Executive Aviation Full time

    Are you ready to take off and start a new and exciting career in the aviation industry? If so, we want to chat with you! Our operation in Victoria is taking flight and provides our team members with an amazing opportunity to work with one of our many different airline partners! In Victoria you will be a part of an amazing team of customer service...

  • Customer Service Agent

    2 weeks ago

    Victoria, Canada Executive Aviation Full time

    Are you ready to take off and start a new and exciting career in the aviation industry? If so, we want to chat with you! Our operation in Victoria is taking flight and provides our team members with an amazing opportunity to work with one of our many different airline partners! In Victoria you will be a part of an amazing team of customer service...

  • Customer Service Agent

    3 months ago

    Victoria, Canada Executive Aviation Full time

    Are you ready to take off and start a new and exciting career in the aviation industry? If so, we want to chat with you! Our operation in Victoria is taking flight and provides our team members with an amazing opportunity to work with one of our many different airline partners! In Victoria you will be a part of an amazing team of customer service...

  • Executive Operations Coordinator

    2 weeks ago

    Victoria, British Columbia, Canada National Bank of Canada Full time

    We are seeking a talented Executive Operations Coordinator to join our team at the National Bank of Canada. This is an exciting opportunity for a motivated and organized individual to support the operations of our branch.About UsNational Bank Financial – Wealth Management is one of the leading wealth management companies in Canada, with over 100 branches...

  • Executive Operations Coordinator Role

    2 weeks ago

    Victoria, British Columbia, Canada Pacifica Housing Full time

    Pacifica Housing is a rapidly growing organization dedicated to meeting the housing and support needs of our community.Job OverviewThis role supports the Executive Team and Board of Directors in various administrative tasks, ensuring effective delivery, execution, and outcomes. The ideal candidate will have strong organizational skills, excellent...

  • Administrative Coordinator

    1 month ago

    Victoria, Canada Victoria Police Department Full time

    **Victoria Police Department** **Administrative Coordinator - Executive Services**: **Privacy and Legal Services - Victoria, British Columbia** **POSITION**: Administrative Coordinator - Executive Services **DEPARTMENT / DIVISION / SECTION**: Police / Executive Services **Competition Number**: P13-24 **Date of Issue**: November 1/2024 **Closing Date:...

  • Executive Assistant

    2 months ago

    Victoria, Canada Esquimalt Nation Full time

    **Esquimalt Nation is Hiring!** Our mission is to build a legacy for present and future generations of Esquimalt Nation members by ensuring our work is rooted in the teachings and natural laws that flow from the Sacred Trust. We will promote and advance holistic health, self-sufficiency, and safety of Esquimalt Nation members by offering meaningful programs...

  • Executive Assistant

    6 months ago

    Victoria, Canada Westerkirk Full time

    Westerkirk Capital Inc. is an equal opportunity employer and encourages women, Aboriginal people, persons with disabilities, and members of visible minorities to apply. Westerkirk Capital Inc. will accommodate the needs of applicants with disabilities throughout all stages of the selection process. If you need accommodation during the recruitment process,...

  • Executive Support Coordinator for Development Initiatives

    2 weeks ago

    Victoria, British Columbia, Canada University of Victoria Full time

    OverviewThe University of Victoria seeks an experienced Executive Support Coordinator to provide high-level administrative support to the Director of Faculty Development and the Alumni & Development Administration Manager. As a key member of the Development team, you will play a vital role in ensuring the efficient operation and cohesiveness of the major...

  • Executive Chef

    4 weeks ago

    Victoria, British Columbia, Canada Golden City Restaurant Full time

    Golden City Restaurant is seeking a highly skilled Executive Chef to join our team. As an Executive Chef, you will be responsible for coordinating special events and determining the size of food portions and costs.About the JobCooking complete meals or individual dishes and foods for guests.Preparing and cooking special meals for patients as instructed by...

  • Executive Assistant

    4 months ago

    Victoria, Canada Reimagine Work Full time

    **EXECUTIVE ASSISTANT (PART-TIME)**, REIMAGINE WORK LTD. Hybrid-Remote Wage: $30 to $35 per hour Estimated Hours: 15-20 per week **Job Summary** Reimagine Work is seeking its next team member. We’re looking for an organized and efficient part-time Executive Assistant opening, working side-by-side with our CEO. This role supports the day-to-day tasks...

  • Associate Executive Assistant

    6 months ago

    Victoria, Canada Aboriginal Coalition to End Homelessness Society Full time

    The Aboriginal Coalition to End Homelessness Society (ACEH) seeks an Associate Executive Assistant (AEA) to support the executive team, including the Executive Director (ED), Associate Executive Director (AED), and Executive Assistant (EA). As the AEA, you will provide comprehensive administrative support to the executive team and serve as a key liaison...

  • Executive Assistant

    1 month ago

    Victoria, Canada Verity Construction Full time

    **Job Title: Executive Assistant to the President** **Location**: Langford, BC **Reports To**: President **Company**: Verity Construction - Leading Construction Firm **About Us**: Verity Construction is a premier construction company recognized for its commitment to quality, innovation, and excellence in the building industry. We specialize in large-scale...

  • Executive Support Specialist

    4 weeks ago

    Victoria, British Columbia, Canada IMM Recruitment Ltd Full time

    Job DescriptionWe are seeking an experienced Executive Support Specialist to join our team at IMM Recruitment Ltd. This is a full-time position that requires the ability to work in a fast-paced environment and provide exceptional support to our executives.ResponsibilitiesScheduling and Coordination: Arrange and coordinate seminars, conferences, and meetings...