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 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


  • 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...


  • 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...


  • 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...

  • 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...

  • 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,...

  • 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...


  • 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...

  • Operations Coordinator

    2 months ago


    Victoria, Canada Durwest Construction Management Inc. Full time

    Position Overview: Are you a versatile and detail-oriented professional with a passion for creating smooth and efficient operations? Durwest is seeking an Operations Coordinator who will play a crucial role in supporting our team across multiple areas. This role involves a dynamic mix of responsibilities, including administrative and HR support, marketing...

  • 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...


  • 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

    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...


  • Victoria, Canada Ryzuk Geotechnical Full time

    We are seeking a high-performing **Executive Operations Specialist** to join our **Ryzuk** team! **Ryzuk Geotechnical **is an experienced, medium-sized organization, with a head office located in Victoria, BC. Our mission is to provide creative, innovative, and practical geotechnical services with the best team possible. We began serving Greater Victoria in...


  • Victoria, British Columbia, Canada Palagio Full time

    Job OverviewWe are seeking a seasoned Executive Operations Manager to join our team at Palagio.Compensation PackageThe estimated annual salary for this role is $120,000 - $150,000, depending on experience.Key ResponsibilitiesIn this leadership position, you will be responsible for allocating resources, authorizing department establishment, and coordinating...


  • Victoria, British Columbia, Canada PIZZA PIZZA Full time

    Job Title: Executive Food Operations LeadAbout the Role:At PIZZA PIZZA, we are seeking a highly skilled and experienced Executive Food Operations Lead to join our team. This is an excellent opportunity for a results-driven individual to take on a leadership role and make a significant impact on our food operations.Key Responsibilities:Establish effective...


  • Victoria, Canada Executive Aviation Full time

    Do you like helping new and existing employees reach their full potential? Are you naturally outgoing and someone who leads by example? Are you organized and disciplined yet able to adapt in a fast-paced and ever-changing environment? Do you have significant expertise in airline customer service operations? If you’ve answered yes to any of these questions,...


  • Victoria, British Columbia, Canada Executive Aviation Full time

    Unlock Your Potential in AviationWe are seeking a highly motivated and reliable individual to join our team as an Airport Ground Support Specialist at Executive Aviation in Victoria International Airport (YYJ). This part-time opportunity reports directly to an experienced Shift Lead.About the RoleThis role involves providing ground service support to...

  • Operations Coordinator

    2 months ago


    Victoria, Canada Iris Dynamics Ltd. Full time

    **Job Title**: Operations Coordinator **Company Name**: Iris Dynamics, Ltd. **Location**: 2-3948 Quadra St, Victoria BC, V8X 1J6 CANADA **About Iris Dynamics**: Iris Dynamics is a leading manufacturer of advanced force-controlled magnetic linear motors, serving a wide range of industries including manufacturing, aerospace, mining, test & measurement,...

  • Ground Handler

    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! Do you love airplanes? Are you a strong team member and enjoy the satisfaction of completing tasks under tight deadlines? Would you say that going above and beyond is in your DNA? Do you love to travel and want to travel even more at...

  • Ground Handler

    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! Do you love airplanes? Are you a strong team member and enjoy the satisfaction of completing tasks under tight deadlines? Would you say that going above and beyond is in your DNA? Do you love to travel and want to travel even more at...