Description
Position Summary The Executive Office Coordinator provides high-level administrative and operational support to the Chief Executive Officer (CEO) and Executive Leadership team while overseeing administrative office operations and coordinating facilities-related needs across the organization. This role includes managing vendor relationships and ensuring timely response to maintenance needs for both administrative offices and residential homes. The position requires solid organizational skills, sound judgment, and the ability to coordinate across departments in a mission-driven environment.
Key Responsibilities Executive Support Manage CEO’s calendar, meetings, and priorities
Prepare reports, correspondence, and presentations
Serve as liaison with internal and external stakeholders
Track organizational priorities and follow up on key initiatives
Board & Governance Support Coordinate Board and committee meetings (agendas, materials, minutes)
Maintain corporate records and governance documentation
Support board member onboarding and engagement
Office & Administrative Management Oversee daily operations of the administrative office
Develop and maintain systems, workflows, and procedures
Supervise Maintenance
Facilities & Vendor Management Conduct daily walkthroughs of facilities to identify repair, safety, and upkeep needs.
Manage and serve as primary point of contact for office and residential property vendors (maintenance, landscaping, cleaning, repairs, etc.)




Coordinate and track routine and emergency maintenance requests for administrative and residential sites
Work closely with Residential and Program leadership to ensure timely resolution of facility issues
Assist in obtaining quotes, coordinating services, and monitoring vendor performance
Conduct periodic check-ins or audits of office and residential environments for safety, cleanliness, and upkeep
Ensure compliance with applicable safety standards and organizational expectations
Project & Organizational Coordination Support Development team as well as cross-functional projects and agency initiatives
Assist with planning leadership meetings, training, and events
Help track progress on strategic goals
Confidentiality & Compliance Handle sensitive information with discretion
Maintain organized and secure records
Support compliance with policies and regulatory requirements
Requirements Qualifications Education & Experience High School Diploma or GED required. AA degree preferred or equivalent training and experience
3-5 years in executive support, office management, or operations
Experience coordinating vendors, facilities, or property maintenance preferred
Skills & Competencies Strong organizational and multitasking abilities
Ability to manage vendors and follow through on service delivery
Excellent communication and problem-solving skills
High level of discretion and professionalism
Proficiency in Microsoft Office

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📌 Executive Office Coordinator (British Columbia)
🏢 ARC OF CARROLL COUNTY
📍 British Columbia