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.
• Minimum six (6) percent vacation accrual rate for all regular employees
• Excellent benefits package for regular employees (includes extended health and dental, life insurance, and more).
• Competitive RRSP.
• Employee assistance program.
• Wellness time.
• Career development and internal advancement opportunities.
• Organization and individual training opportunities.
• Robust team building and staff social events.
• Dog friendly offices.

Pacifica Housing advises all employees, contractors and volunteers of the risk of violence, injury and harm that is present in the execution of their duties. Pacifica Housing is committed to providing a safe and risk-free work place, however, we acknowledge the inherent risk in social housing and direct support work while in homes and in other support relationships.

Pacifica celebrates diversity and what makes you uniquely you. We welcome the unique contributions that you can bring in terms of your culture, ethnicity, race, sexual orientation, gender identity and expression, nation of origin, age, languages spoken, veteran's status, colour, religion, and diversability.