Executive Operations Coordinator

2 weeks ago

Vancouver, Canada CMHA BC Full time

The Executive Operations Coordinator role ensures the highest levels of creativity, compliance and efficiency to uphold operations excellence in the executive office (CEO, Board, Senior Leadership).

Reporting to the Manager of Executive Operations, this dynamic full-time position provides effective and timely support to the Chief Executive Officer and CMHA BC Board in alignment to the values, objectives, and policies of CMHA, BC Division.

Is this the right opportunity for you?

1. You are a planner; you are known for thinking ahead and keeping everyone on track.

2. You figure it out; you take pride in seeking clarity and being organized.

3. You are an amplifier, your work lifts those around you.

**Responsibilities**
- Ensure effective, timely, and accurate management of CEO schedule, information, and correspondence.
- Act as a primary point of contact among senior executives, Board, employees, and other key stakeholders.
- Coordinate complex scheduling and calendar management, as well as content and flow of information to senior leaders and Board.
- Manage senior leaders’ and Board travel logistics and activities, including accommodations, transportation, and meals.
- Provides support for Board succession planning, recruitment, and appointment processes; liaises with Ministry and other government officials as required.
- Liaise with local branch senior leaders to ensure documentation, reports, and meetings are conducted in a timely manner.
- Review and recommend effective and efficient workflows and tools to optimize executive operations as directed by Manager.
- Develop and maintain an effective organizational operations calendar and material.
- Prepare confidential and timely correspondence for CEO, Board and Committees.
- Prepare stakeholder meetings with CEO e.g., local Branches, Province of BC etc.
- Monitors goals, priorities, and commitments to ensure they are achieved in a timely manner and maintains follow-up ensuring required action is initiated.
- Ensures the maintenance of stakeholder lists are accurate and stored securely.
- Produce correspondence, reports, presentations, briefs for relevant events.
- Responsible for event planning of executive operations events e.g., executive meetings, AGM, board meetings, branch meetings and other internal events
- Maintain and update CEO’s online persona in a constructive, professional manner.
- Support accreditation process and internal organization reporting.

**Qualifications**
- Completion of a post-secondary degree/diploma in Business Administration and/or equivalent experience.
- Minimum of five (5) years’ experience in relevant administrative role including at least four (2) years supporting senior executive and/or Board members, or an equivalent combination of education training and experience.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Professional communication skills with proven ability to communicate effectively with all organization levels including staff, funders, volunteers, and other partners.
- Proficiency with office productivity tools and an aptitude for learning new software and systems.
- Superior organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Demonstrated interest in the work of non-profit organizations in general and the health or mental health sectors in particular.

**Working Conditions**
- Target Salary Range: $65,000 - $70,000 plus a competitive benefits package.
- Exempt Role 37.5 hours per week
- This is a hybrid position and will require a combination of in-office and at-home work.
- The preference is for the position to be in Victoria or Vancouver, British Columbia.
- Flexibility to travel occasionally in British Columbia.
- Flexible working schedule - being available in non-core hours relative to assignments.
- In addition to extended work hours during certain times of the year, this role requires working some Saturdays and evenings for Board and Committee meetings, as required.

**How to Apply**

**About Us**:
Founded in 1918, The Canadian Mental Health Association (CMHA) is a national charity that helps maintain and improve mental health for all Canadians. As the nation-wide leader and champion for mental health and addiction, CMHA helps people access the community resources they need to build resilience and support recovery from mental illness and/or addiction.

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