Coordinator, Board & Executive Office Support (Temporary – 6 Month Contract)

Better Choice Staffing is recruiting for one of our valued clients seeking an experienced Coordinator, Board & Executive Office Support to join their Executive Office team.

This is an anticipated six (6) month contract with the possibility of extension. The successful candidate will work onsite in Victoria, supporting senior leadership and the governance function in a rapid-paced, professional, and highly confidential environment.

If you thrive in a role that requires exceptional organization, attention to detail, discretion, and the ability to coordinate multiple priorities, we'd like to hear from you.

Responsibilities

Duties include a combination of the following:

- Coordinate Board and committee meeting logistics, including meeting rooms, catering, audiovisual requirements, accommodations, transportation, and related arrangements
- Coordinate domestic and international travel for Board members, including flights, hotels, ground transportation, itineraries, and travel documentation
- Maintain accurate travel trackers, accommodation records, and Board calendars
- Register Board members for conferences, educational programs, and other events while monitoring deadlines and required documentation
- Prepare and process travel and business expenses using Workday or comparable enterprise systems
- Reconcile invoices, conference fees, hotel charges, corporate card transactions, and other Board-related expenses
- Maintain Board records, digital files, and SharePoint folders to ensure information is accurate, organized, and accessible




- Coordinate with Board members, executive offices, vendors, hotels, conference organizers, and internal stakeholders to confirm arrangements and resolve issues
- Monitor upcoming Board activities and proactively follow up on travel details, approvals, receipts, registrations, and deadlines
- Prepare and maintain checklists, templates, trackers, and procedural documentation
- Provide responsive administrative support to the Executive Office, including scheduling meetings, document preparation, filing, invoice processing, and corporate purchases
- Adapt quickly to changing priorities, travel changes, and evolving business requirements
- Build collaborative working relationships while maintaining the highest level of professionalism and confidentiality

Qualifications

The ideal candidate will possess:

- Minimum 4 years of administrative, executive support, or coordination experience
- Experience supporting senior executives, Boards of Directors, or governance functions is considered a strong asset
- Demonstrated experience coordinating complex domestic and international travel arrangements
- Strong working knowledge of Microsoft Office Suite, Outlook, Adobe Acrobat, SharePoint, and Workday (or similar enterprise systems)




- Exceptional organizational and time management skills with the ability to manage multiple competing priorities
- Excellent attention to detail and accuracy
- Strong verbal and written communication skills
- Professional judgment, diplomacy, discretion, and the ability to handle highly confidential information
- Ability to work both independently and collaboratively within a close-knit team
- Strong customer service orientation with a proactive approach to problem solving
- Flexibility to work occasional early mornings or evenings to support Board meetings and related activities

Requirements

- Minimum 4 years of administrative or executive support experience
- Experience coordinating executive calendars, meetings, travel, and expenses
- Advanced organizational and multitasking abilities
- Strong computer skills and proficiency with Microsoft Office applications
- Excellent interpersonal and communication skills
- Ability to work effectively under pressure while maintaining accuracy and professionalism

Position Details

- Location: Victoria, BC
- Job Type: Temporary Contract
- Contract Length: Anticipated 6 months with the possibility of extension
- Work Location: On-site

Qualified candidates currently residing in the Greater Victoria area are encouraged to apply.

There is no fee to register with Better Choice Staffing.

We welcome applications from all qualified candidates. Selected applicants will be contacted by Better Choice Staffing to arrange an interview.

Pay: $25.00-$30.00 per hour

Work Location: In person

📌 Coordinator, Board & Executive Office Support (Canada)
🏢 Better Choice Staffing
📍 Canada