Project & Admin Lead

2 weeks ago

Vancouver, Canada University Canada West Full time

**Employment Category**:Full-Time, Permanent

**Location**:Vancouver, BC (Hybrid)

**Reports To**:Senior Executive Officer

**Primary Purpose**

The Project & Admin Lead will provide project coordination and administrative support services to the Senior Executive to enhance organizational initiatives. Reporting to the executive office, the role-holder will be expected to execute high-level administration tasks and lead project coordination seamlessly with professionalism, adaptability, and precision. This role will play a key part in streamlining workflows, fostering collaboration across teams, and identifying opportunities to optimize internal processes for greater efficiency.

**Specific Responsibilities**

The Project & Admin Lead will, at various times, be responsible for the following as well as other related duties as assigned to support UCW's business objectives, mission, and purpose:
Project Coordination
- Lead coordination of the senior executive office’s departmental initiatives and projects from commencement to completion.
- Develop project scopes, identify key performance indicators, define deliverables, and monitor timelines, budgets, and outcomes.
- Track project milestones and proactive flags for risks or delays, supporting troubleshooting and solutions.
- Maintain centralized documentation for all ongoing initiatives and produce summary reports for senior executives.
- Work closely with internal and external stakeholders to gather input, align objectives, and ensure timely progression.
- Conduct assessments and provide recommendations for process improvement and future efficiency.

Administrative Support
- Provide high-level administrative and logístical support to senior executives, including coordinating calendar schedules, meeting plans, and prep materials.
- Attend meetings and take accurate minutes; distribute summaries and action items in a timely manner.
- Serve as a liaison between the senior executive team and internal and external stakeholders, ensuring clear communication and timely follow-up.
- Organize travel schedules, conferences, and other senior executive events.
- Manage incoming requests, prioritize, and ensure a smooth flow of information.
- Prepare documents, reports, briefings, and presentations.
- Support ad-hoc strategic and administrative requests from the executive team.
- Represent executive office in internal or external meetings, and operational meetings as needed.
- Contribute to organized team cultures by supporting priorities and anticipating needs.
- Assist in the preparation and execution of events, special projects, and visits.Maintain effective data management systems, expense tracking, and correspondence documentation.

**Position Requirements**

Competencies:

- Excellent organizational skills and attention to detail.
- Strong written and verbal communication skills.
- Attention to detail and commitment to quality work.
- Driven to run and implement initiatives with a solution-oriented mindset.
- Proven ability to work with confidential information with utmost discretion.
- Confident with Microsoft Office Suite and other collaborative tools.

Education and Experience:

- Post-secondary degree or equivalent work experience in administration, business operations, or project coordination.
- Minimum 3-5 years of professional experience in project coordination or executive-level support.Experience working in a fast-paced environment with a proven ability to manage multiple priorities, deadlines, and stakeholders.

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