Executive Operations Coordinator

**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