Executive Coordinator

2 months 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, we ensure recipients receive the support payments to which they are entitled, contributing to financial stability and security for B.C. families.

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

The Executive Coordinator provides executive support 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 and more. Duties also include 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.
- Provides back-up support to the Senior Executive Coordinator on an as needed basis.
- Additional duties as designated

**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**
- Superior communication skills, 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

**Why work at BCFMA**:

- An opportunity to be part of an inclusive and diverse culture where team members are appreciated and valued.
- Participate in a Defined Benefit Pension Plan
- Competitive Benefits Package includes above standard sick days and flex days
- Above average vacation allotment.
- Educa

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