Executive and Office Coordinator

Our Mission is to enable life-changing mentoring relationships to ignite the power and potential of young people.

Our Vision is that all young people realize their full potential

Our Core Values are:

• We Champion Potential
• Every Connection Counts
• Showing Up Matters

Why it’s great to work with us:

Big Sisters is a friendly, inclusive and committed team who offers their employees fifteen vacation days within the first year, fifteen wellbeing days as well as three personal days. We provide a generous health care and extended benefits package, including prescription drugs and dental plan. We also offer our employees a professional development allocation and various learning opportunities. Ignite your full potential with Big Sisters!

Is this you?

Are you organized, proactive, and comfortable supporting both executive leadership and daily operations? As Executive & Office Coordinator, you’ll play a central role in ensuring the smooth functioning of the executive office and overall agency operations. You will act as a key liaison between the CEO, Board, Committees, and Honorary Advisory Board, supporting effective governance through clear communication, coordinated meetings, and timely follow-up.

In addition to providing administrative, logistical, and organizational support, including meeting preparation, minute taking, and confidential communications, you will oversee daily office operations, serving as the first point of contact for staff needs, coordinating vendors, managing onboarding and offboarding, maintaining technology and equipment, and ensuring a safe, functional, and well‑maintained office environment.

What you will be doing:

Executive Support

• Act as the primary liaison between the CEO and governance bodies, including the Board of Directors, Board Committees, and the Honorary Advisory Board, ensuring smooth communication, coordination, and follow‑through.
• Support governance effectiveness by coordinating meeting preparation, logistics, minute taking, and tracking decisions, action items, and timelines.
• Maintain accurate and confidential Board and Committee records and manage correspondence with discretion and professionalism.
• Assist with the recruitment, onboarding, and orientation of new Board Directors and Honorary Advisory Board members.
• Provide administrative support to the CEO and Senior Leadership Team, including calendar management, agenda preparation, meeting materials, transcription of minutes, and general correspondence.
• Track Senior Leadership Team expense reports, organize supporting documentation, and follow up on outstanding items to ensure timely submission.

Office & Agency Operations

• Serve as the first point of contact for staff IT needs, troubleshoot issues, liaise with external IT providers, and support onboarding/offboarding technology setups, accounts, and equipment.
• Maintain agency technology, support cybersecurity practices, and develop basic guidance or checklists for staff IT use.
• Coordinate facilities and office operations, including maintenance, repairs, service requests, building access, and renovations.
• Oversee office equipment, meeting room technology, and shared resources, providing staff training as needed.
• Support vendor management and basic financial administration for operational expenses, including invoice review and coordination with finance.
• Assist with general office support, including reception coverage, mail handling, and coordination with programs and other teams.
• Support workplace health and safety procedures, participate in agency events, and contribute to the smooth functioning of the organization as needed.

What you bring:

Experience & Education

• Diploma or degree in Business Administration, Communications, or a related field, or an equivalent combination of education and experience.
• 2–3 years of experience in an executive, office coordination, or similar administrative role, including supporting senior executives or leadership teams.

Demonstrated Knowledge, Skills & Abilities

• Advanced knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams), Adobe Acrobat, Zoom, and other relevant software; experience with CRM databases is an asset.
• Strong organizational skills with the ability to prioritize tasks, manage multiple deadlines, and maintain excellent attention to detail in document preparation, meeting coordination, and record keeping.
• Exceptional verbal and written communication skills, including minute‑taking and reporting information effectively to senior leadership.
• Demonstrated ability to anticipate needs, proactively identify issues, propose solutions, and provide coverage for various administrative tasks.
• Experience with technology support, liaising with external vendors for equipment maintenance and upgrades, and overseeing office supplies, facilities management, and general office operations.
• Ability to work collaboratively with diverse teams and stakeholders and participate in agency events to support overall organizational functioning.

What we offer:

• An opportunity to do meaningful work and make a positive impact in the community
• A supportive, positive and engaging work environment
• A commitment to work/life balance for employees
• An annual salary of $52,000 plus a comprehensive benefits package
• Fifteen vacation days within the first year of employment, pro‑rated
• Commitment to training and development to support employee growth through our professional development benefit

This position:

This is a permanent, full‑time (35 hours/week) based in our Vancouver office located on Joyce Street directly across from the Joyce SkyTrain station. This role requires working five days per week, with a minimum of four days in the office. Some daytime travel, as well as occasional evening and weekend work, may be required. Flex time or lieu time will be provided to accommodate any additional hours.

If this position sounds like you, please let us know why by submitting your resume and cover letter to jobs@bigsisters.bc.ca using the subject line: Executive and Office Coordinator

We welcome applications from both internal and external candidates. To ensure timely consideration, applications will be reviewed as they are received; therefore, we encourage you to apply promptly. If your background and qualifications align with the position’s requirements, we will be in touch.