Executive Coordinator

2 weeks ago


Victoria, Canada South Island Division of Family Practice Full time

**Background**

Divisions of Family Practice were created through collaboration between the Ministry of Health and the Doctors of BC. Divisions are community-based groups of family physicians working together to achieve common health care goals. The South Island Division of Family Practice represents Family Physicians across multiple settings in the Saanich Peninsula and the Western Communities.

**Qualifications, Experience, and Preferred Profile**
- Bachelor's degree (ideally with a project-based component) or a high school diploma with advanced administrative training or certification preferred and/or two-plus years of demonstrable project with administrative experience or senior office administration experience
- Excellent administrative and organizational skills, with strong attention to detail
- Excellent oral and written communication skills
- Experience in supporting teams and management is highly desirable
- Experinece with virtual communication platforms such as Zoom and Microsoft Teams
- High computer literacy with strong working knowledge of standard software, particulary the MS Office suite such as Excel, Word, Outlook, Access, and PowerPoint
- Ability to work effectively both independently as well as a member of a team
- Desktop publishing skills are an advantage including working knowledge of a design program, such as Adobe, Canva, Creative Suite, or Microsoft Publisher
- Experience with online survey platforms, e.g., Survey Monkey

**Key Tasks and Responsibilities**
- Provide administrative support to the Executive Director, Division team, its committees and working groups.
- Disseminate information as and when requested among stakeholders.
- Prepare meeting materials, including reports, presentations, and agendas.
- Record meeting notes and prepare summaries which may include action items, decision logs, parking lot logs, and participant satisfaction, in a timely manner.
- Arrange and support meeting and event logistics (date/time/location/catering), equipment needed and RSVP's, including virtual, online meetings (especially Zoom).
- Respond to stakeholder inquiries about specific initiatives.
- Represent the Division to all stakeholders through developing and maintaining positive relations with Division members, stakeholders, partners, other professionals, and the community.
- Maintain confidentiality in all aspects of client, staff, and Division information as per organizational policy.
- Collect, manage, store, and use information in accordance with the Personal Information Privacy Act (PIPA).
- Demonstrate and promote a commitment to Cultural Safety and Humility.
- Participate in ongoing learning opportunities for Cultural Safety and Humility and other job specific topics as approved by the Executive Director.
- Prepare and assist in delivering a variety of communications for the Division and their initiatives (e.g., online newsletter, posters, website maintenance).
- Support other team members in the performance of their roles.
- Other duties to support the work of the Division as required.

**Compensation**

**Salary**: $27.00-$30.00 per hour

Expected hours: 37.5 per week

**Benefits**:

- Casual dress
- Dental care
- Extended health care
- On-site parking
- Paid time off
- Vision care
- Work from home

Schedule:

- Monday to Friday

Work Location: Hybrid remote in Victoria, BC V8Z 3E9

Application deadline: 2024-04-09



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