Office Coordinator & Executive Assistant

Metro Vancouver Aborginal Executive Council; British Columbia; On-site; CAD 40,000 - 55,000; Full time

Job summary

The Office Coordinator at Metro Vancouver Aborginal Executive Council is essential in ensuring efficient front-desk operations and providing comprehensive support to senior management and staff. This role blends administrative management with cultural sensitivity as the coordinator serves a diverse community, overseeing office functions and engaging with external stakeholders. Ideal candidates will have 2+ years in administrative roles, proficiency in Microsoft Office, and a respectful demeanor when interfacing with Indigenous communities.

Qualifications

• Completion of secondary school; diploma in Office Administration preferred.
• 2 years of administrative or front-desk experience preferred.
• Experience with Indigenous communities is an asset.

Responsibilities

• Manage front-desk operations and greet guests including Elders and community members.
• Coordinate meetings and prepare agendas and minutes.
• Support fundraising and community consultation processes.

Skills

Organizational skills

Communication skills

Time-management skills

Education

Diploma or certificate in Office or Executive Administration

Tools

Microsoft Office Suite

Social media platforms

Job description

Position Summary The Office Coordinator is a vital member of the MVISS / MVAEC team, responsible for managing front-desk operations while also providing comprehensive Executive Assistant support to senior management, staff, and visitors. This dual-role position ensures that office operations are efficient, professional, and aligned with the culturally grounded values of both organizations. Key Responsibilities The Office Coordinator is a central member of the MVISS / MVAEC administration team. This position oversees day-to-day office functions, supports executive operations, coordinates facilities and resources, and ensures a culturally respectful, organized, and responsive environment for staff, community members, and visitors. The role combines elements of administrative support, office management, and operational logistics.

• Greet and welcome guests, including Elders, clients, funders, and government officials.
• Answer and direct phone calls, emails, and inquiries with professionalism and confidentiality.
• Maintain front-desk security and control access to office areas.
• Manage incoming and outgoing mail and deliveries.
• Ensure reception, waiting, and kitchen areas are clean, welcoming, and well-stocked.
• De-escalate situations involving individuals in crisis or experiencing distress. Executive Administrative Support
• Act as a point of contact for Council members, community partners, government representatives, and stakeholders.
• Liaise with Board and Council members, member organizations, and funders.
• Schedule and coordinate meetings, including Board, Council, and Round Table meetings.
• Prepare meeting agendas, packages, and minutes; serve as recording secretary.
• Draft, proofread, and distribute correspondence, reports, proposals, and memos.
• Maintain filing systems, manage correspondence, and support proposal development.
• Manage records and archives, ensuring confidentiality and organization.
• Support fundraising and community consultation processes. Administrative Operations
• Perform clerical tasks : filing, photocopying, transcribing, and data entry.
• Draft, proofread, and format correspondence, reports, and presentations.
• Maintain and update website content and social media accounts.
• Organize meetings, training sessions, conferences, and staff events.
• Track and order office supplies and manage equipment maintenance.
• Compile data and support preparation of funding reports, agreements, and contracts.
• Coordinate weekly cheque signing processes with authorized signers.
• Maintain confidentiality and uphold standards of professionalism in all interactions. Qualifications
• Completion of secondary school; diploma or certificate in Office or Executive Administration preferred.
• 2 years of administrative or front-desk experience, preferably in a non-profit or Indigenous organization.
• Proficiency in Microsoft Office Suite, social media platforms, and basic website updates.
• Strong organizational, communication, and time-management skills.
• Experience working with Indigenous communities or knowledge of Indigenous cultural protocols is an asset.
• Ability to handle sensitive situations and information with discretion.
• Calm, courteous, and respectful demeanor, especially under pressure. Working Conditions
• Full-time position (37.5 hours / week), with occasional evening or weekend work.
• Office and community-based environment.
• May involve some evening or weekend work.
• Interaction with vulnerable and diverse clients, partners, and community members. Conditions of Employment
• Successful Criminal Record Check and Vulnerable Sector Clearance.
• Valid Class 5 Driver’s License and access to a vehicle.
• Flexibility to work outside regular hours when needed for work events.
• Compliance with provincial health regulations including vaccination requirements (if applicable). Application process To apply, please submit your resume and a cover letter outlining your relevant experience and interest in the role to [emailprotected] . Please include “[Insert Job Title] Application” in the subject line of your email. We welcome applications from all qualified candidates. Applicants who wish to self-identify as Indigenous (First Nations, Métis, or Inuit) are encouraged to do so in their cover letter or via email. This information will be kept confidential and used solely to support our commitment to equitable hiring practices. Applications will be accepted until the position is filled". Only those selected for an interview will be contacted. Miigwetch, thank you for your interest in working with MVAEC and Slaxin Lelum. Commitment to Equity, Inclusion & Indigenous Hiring As an Indigenous-led organization committed to advancing the well-being of Urban Indigenous peoples, we recognize the value of lived experience, cultural knowledge, and community connection. We encourage applications from qualified individuals with diverse backgrounds and lived experiences. Preference will be given to applicants who self-identify as Indigenous (First Nations, Metis, or Inuit). However, all qualified applicants are welcome to apply.

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