Executive Coordinator, Office of the President & CEO

Vancouver Community College; Vancouver; On-site; CAD 70,000 - 90,000; Full time

Job summary

A public educational institution located in Vancouver seeks an Executive Coordinator for the Office of the President & CEO. The role involves providing strategic support, event coordination, and facilitating internal and external communications. The ideal candidate has a diploma in Office Administration, extensive experience supporting senior executives, and strong organizational skills in a complex public sector environment.

Qualifications

• Minimum of 8 years of experience supporting a CEO or senior-level executive.
• Experience within post-secondary institutions will be an asset.
• Strong judgment and discretion in handling sensitive matters.

Responsibilities

• Act as a trusted advisor and strategic liaison to the President.
• Prepare strategic briefing materials for the President.
• Oversee logistics for strategic meetings and events.

Skills

C-suite executive support

Event coordination

Project management

Written and verbal communication

Interpersonal skills

Education

Post-Secondary diploma in Office Administration or related education

Tools

Digital productivity tools

Job description

Position Information

Posting Number 25AC0077

Position Title: Executive Coordinator, Office of the President & CEO

Pclass # A9990

Who We Are

We acknowledge that Vancouver Community College (VCC) is located on the traditional unceded territories of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) peoples who have been stewards of this land from time immemorial.

For over 60 years, VCC has been a leader in innovative, experiential post-secondary learning. We’re one of B.C’s top employers and we are proud to inspire students to discover their passions, gain essential skills, and learn what it takes to succeed in a competitive workforce.

At VCC, we respect and celebrate our differences, and are committed to the work of decolonization, accessibility, and inclusivity for all. Be a part of creating an inclusive community that provides equitable opportunities for Indigenous and diverse representation, participation, and success for everyone.

We value lived experience and encourage applications from members of all groups experiencing barriers to equity. Come join the VCC community as we shape the future together.

Position Summary

The Executive Coordinator is a confidential and strategic partner to the President and CEO, responsible for enabling executive effectiveness, streamlining operations, and providing foresight on the College’s priorities for the President’s office, partnerships, and strategic activities execution. This role ensures that the Office of the President operates efficiently while fostering meaningful internal alignment, high-impact external engagement, and values-based, inclusive leadership.

Duties & Responsibilities

1. Executive Strategic Support to the President and CEO

• Acts as a trusted advisor and strategic liaison to the President and provides timely coordination and foresight on engagements, priorities, and sensitive issues. Anticipates the needs of the President and offers proactive support for internal engagements, external appearances, and emerging strategic opportunities.
• Acts as first point of contact for all urgent and high-impact communications for the office of the President & CEO. Responds and manages sensitive, confidential, and complex matters with appropriate discretion and authority under the guidance of the President.
• Proactively plans and structures the President’s schedule; tactfully prioritizes daily and annual engagements, stakeholder relationships, and community presence. Coordinates interdepartmental workflow and facilitates communication between the President’s Office and executive leadership teams.
• Prepares strategic briefing materials and ensures the President is equipped with timely data, stakeholder insights, and institutional context for all engagements.
• Reviews and refines all documentation requiring the President’s approval to ensure alignment with college’s policies, priorities, communication protocols, and standards.
• Oversees logistics for strategic meetings and leadership retreats, manages travel arrangements for the President and other delegates as requested.
• Attends assigned meetings, coordinates meeting arrangements, agendas, and related information. Initiates follow-ups to these meetings to ensure timely completion of action items.
• Manages and obtains approval for expense reporting including reconciling invoices, membership enrollment and fees, expense accounts, and other expenses incurred on the President’s behalf, posts to internal website. Ensures fiscal accountability and adherence to governance protocols.
• Champions digital productivity tools to streamline work across the President’s Office. Pilots emerging technologies to enhance executive support and recommend broader adoption as needed.
• Utilizes relevant technology, CRM systems, and AI-powered tools along with meeting schedulers like Teams and Zoom and AI writing tools to support meeting preparation, presentation materials, and note-taking. Stays informed about emerging technology and tools to continuously optimize related processes.

Strategic Activities Planning & Coordination

• Leads the planning and execution of key activities hosted by the President, including but not limited to, leadership forums, community roundtables, town halls, and government relations engagements.
• Develops and maintains an annual calendar of strategic events, ensuring optimal participation and alignment with the President’s schedule and College priorities.
• Collaborates with internal departments and external partners to ensure that events align with college branding, strategic messaging, and stakeholder expectations.
• Manages logistical details for high-profile visits, including government delegations, board members, and VIP guests. Coordinates registrations, RSVPs, site tours, meeting venues, and briefing materials for the President’s office.
• Supports post-event follow-up, including preparation of reports, communications, and stakeholder feedback collection to inform future planning.

External Partnerships & Government Relations

• Serves as the primary liaison between the President’s Office and external partners, including government officials, board members, councils, and community leaders.
• Supports the President in advancing reconciliation, Indigenization, and equity-based institutional goals through events, communications, and protocols. Confirms cultural protocols and inclusive practices during all meetings, ceremonies, and engagements.
• Conducts proactive environmental scanning for the President, producing regular briefings on sector trends, government announcements, and community sentiment.
• Coordinates strategic outreach initiatives and formal communications on behalf of the President to promote engagement, partnership, and advocacy.
• Prepares briefing packages for external meetings, ensuring the President is well-positioned to lead discussions and build long-term relationships; ensures well-coordinated meetings, follow-ups, and materials tailored to diverse stakeholder needs.
• Drafts, sends, and tracks official correspondence and meeting invitations and ensures appropriate representation. Establishes and maintains a contact management system for stakeholder and engagement tracking.

Internal Communication & Liaison for the President’s Office

• Facilitates clear and consistent college-wide messaging including but not limited to announcements, invitations, and letters of gratitude on behalf of the President’s Office.
• Verifies all communications and initiatives to reflect the college’s values around inclusion, community, and belonging.
• Coordinates and manages the logistics for town halls, department engagements, and President-led initiatives to foster a transparent and inclusive organizational culture.
• Acts as a point of contact for inquiries, ensuring responsive service and professional representation of the Office of the President.
• Secures and maintains records of key communication, engagements, and reports to support strategic decision-making and continuity.

Other duties as assigned

Qualifications

Education and Experience

• Post-Secondary diploma in Office Administration or related education.
• Minimum of 8 years of experience supporting a CEO or senior-level executive in a complex and unionized public sector environment.
• An equivalent combination of education and experience will be considered.
• Experience within post-secondary institutions will be an asset.

Skills and Abilities

• Proven experience supporting C-suite executives in a complex, multi-stakeholder environment with a strong commitment to inclusive leadership and reconciliation.
• Excellent organizational, event coordination, project management, and time-management skills with a strong focus on utilizing digital productivity tools.
• Excellent written and verbal communication skills, with experience in protocol and professional correspondence with an ability to use AI technology for optimization.
• Strong interpersonal skills with deep political acuity, for establishing and maintaining relationships, trust building, and conflict resolution (i.e., with Board of Governors, students, employees, and the public).
• Strong judgment, discretion, and agility in handling sensitive and confidential matters.
• Demonstrated ability in managing multiple priorities, meeting deadlines, and working collaboratively with cross-functional teams.
• Solid working experience with government, board governance, and/or external relations with a broad understanding of various levels of Government.
• Ability to take initiative, prioritize, and use tact with considerable independence.
• Strong accuracy and attention to detail with a fair ability to make well-informed decisions.
• The role is primarily on-site and may occasionally require working outside of regular hours.