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Executive Operations Coordinator
3 weeks ago
**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 Focus**:
Pacifica Housing has been providing safe and affordable homes for almost 35 years. We are a rapidly growing organization dedicated to meeting the housing and support needs of our community. As such, we are committed to building our fast-growing team with a culture that supports our people and reinforces our core values of authenticity, leadership, respect, and social justice.
Pacifica is proud to be a Certified Living Wage Employer by The Living Wage for Families Campaign.
**Position’s Primary Objectives**:
Reporting to the Manager of Executive Operations, the Coordinator of Executive Operations provides confidential administrative support and coordination to the Executive Team and the Pacifica Housing’s Board of Directors.
- Providing administrative support to the Executive Team including:
- Providing administrative support to the Association’s Board of Directions
- Other administrative responsibilities as required
**Key Responsibilities**:
1. Providing support to the Executive Team including:
- supporting cross-departmental projects to ensure effective delivery, execution, and outcomes
- preparing materials for executive team or department meetings, including agendas and minutes;
- proofread and edit documents, reports, proposals and presentations, and assist with preparation of proposals and presentations often times of a strictly confidential nature;
- coordinating and executing the finalization of organizational polices within established guidelines.
- coordinating and participating in in-person and virtual meetings and conference calls;
- preparing and drafting acknowledgement letters, personal correspondence, and other tasks that facilitates the Executive team in meeting strategic goals;
2. Providing support to the Association’s Board of Directors including
- performing a variety of administrative tasks including scheduling, preparing agendas, drafting and meeting minutes
- attending board and subcommittee meetings on behalf of the Manager of Executive Operations, when necessary;
3. Perform a variety of other duties including:
- supporting the scheduling and planning of staff meetings and events, as well as providing positive internal customer service within the role framework.
- Collecting data to prepare periodic reports, briefings, or other documents as requested
- Cross-training and providing coverage for administrative roles from other departments; and
- Organizes and maintains office facilities, space planning, telecommunication, furniture and asset management, equipment maintenance, security, and vehicle utilization.
- Other duties as assigned from time to time.
**Requirements**:
**Qualifications (minimum Education and Experience requirements)**:
**_ Note:_**_ An equivalent combination of education and experience may be considered._
**Education**:
- Post-secondary diploma in business administration, office administration, executive assistance, or similar programs
**Experience**:
- A minimum of 2 years experience in similar role, working directly for a senior manager.
- Experience working with a board of directors is an asset.
- Experience and interest in internal and external communications.
- Event management and project management experience is an strong asset.
**Knowledge, Skills and Abilities**:
- Strong administrative and organizational skills.
- Ability to work independently with little supervision and manage multiple priorities under pressure at times on projects.
- Strong written and verbal communication skills, as well as research skills.
- Highly proficient in MS Office programs including Word, PowerPoint, Outlook, and Excel.
- Exemplary planning and time management skills.
- Intermediate skills working in Excel (i.e. pivot tables, formulas, etc.).
- Intermediate technology skills including telecommunications, Acrobat Adobe, Windows operating systems, and database software management.
- Creative, collaborative and enjoy working within an environment that is mission-driven, results-driven, and community oriented.
**Additional Criteria for Role**:
- Completion of a Criminal Record Check is required before employment commences.
- The position demands the ability to manage time effectively and work in a fast-paced environment.
- The position may require some travel.
- This position primarily requires working from Pacifica’s main office.
- Must have valid driver’s licence and access to a reliable vehicle with a minimum of $2 million liability ‘business class’ insurance
**Benefits**
- A mission driven and meaningful working environment.
- Competitive salary from a Certified Living Wage Employer.
- Minim
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