Project & Admin Lead

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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