Administrative Coordinator

Overview

Are you a resourceful and self-motivated administrative individual with the power to initiate plans and independently follow through to completion? We're looking for an experienced Administrative Coordinator to assist and support our Director, Divisional Planning, Coordination & Support Services at WorkSafeBC in our Richmond head office.

Divisional Planning, Coordination and Support Services (DPCSS) supports the Claims and Rehabilitation Services division plan, coordinate, and deliver on its priorities. The team works across the division and with corporate partners to support business planning, innovation, business intelligence, and operational initiatives that help teams deliver effective services to stakeholders.

In this role, you'll use a high level of discretion and tact in handling confidential and sensitive management information related to WorkSafeBC's operations and regulations. If you have administrative experience supporting Director level operations, exceptional interpersonal ability, proficiency in Microsoft applications, and effective organizational skills and can execute a high level of professionalism and confidentiality, this role is for you

How you'll make a difference:

You’ll support the Claims & Rehabilitation Services division in providing compassionate, supportive service to people injured at work.

Working at WorkSafeBC

We serve the workers and employers across B.C., and we do that best when we're together. It's how we collaborate, learn from one another, and develop our people.

This role combines time in our offices with flexibility for remote work

What you’ll do

• Support the Director and senior leadership team by performing administrative responsibilities, including maintaining calendars; managing appointments, meetings, conferences and team events; and booking meeting rooms
• Support the management team on any daily responsibilities as required
• Record, organize, and prepare complex and confidential reports
• Compose written responses, memos, minutes, presentations, reports, and communications from both verbal and printed sources
• Build and maintain a SharePoint team site and documents on the local area network
• Coordinate travel arrangements and assist in tracking expenses and vacation schedules for the management team
• Manage equipment and accesses for employees and assist with onboarding new hires
• Receive, screen, and refer incoming calls from internal and external sources
• Answer routine inquiries about departmental activities
• Provide mentorship and training to other administrative employees in the department
• Build and maintain cooperative working relationships with a variety of individuals
• Assist leadership in planning team-building and engagement initiatives
• Help foster a positive and inclusive team culture

Is this a good fit for you?

We’re looking for someone who can:

• Display a high degree of diplomacy, integrity and professionalism when handling confidential files and information
• Organize and coordinate agendas for meetings and events
• Synthesize information to summarize main points
• Communicate clearly and concisely, both verbally and in writing, to a variety of groups and individuals
• Be adaptive, take initiative as appropriate, and has a forward-thinking mindset
• Meet deadlines in a high-volume, multi-tasking, client-focused environment with a strong attention to detail
• Interact with key WorkSafeBC personnel and external sources while exercising discretion in providing information in the absence of the Director
• Use discretion, handle confidential and sensitive information, and resolve conflicts
• Identify opportunities to improve systems and processes
• Recommend solutions and refer issues as appropriate
• Occasionally travel throughout the province for divisional meetings and/or events

Your background and experience

• Completion of grade 12 and some post-secondary education in business administration is preferred
• A minimum of three years of related work experience in an administrative role supporting senior management and/or Director level operations
• Strong working knowledge of SharePoint and Microsoft Office products including Word, Excel, PowerPoint, Outlook, and Teams
• Experience in project coordination is an asset
• A valid BC drivers' license is an asset

We’ll consider equivalent combinations of education and experience.

Important to know

Before we can finalize any offer of employment, you must:

• Consent to a criminal record check
• Confirm you’re legally entitled to work in Canada

Who we are

At WorkSafeBC, we promote safe and h