Job Description

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 logistical support to senior executives, including coordinating calendar schedules, meeting plans, and prep materials. Prepare, draft, and formal professional emails, memos, and formal correspondences on behalf of the senior executive team. 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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