WHO WE ARE
The Moose Hide Campaign is an Indigenous-led grassroots movement seeking to engage men and boys, alongside all Canadians to work together to end violence against women and children. As one of Canada’s most recognizable reconciliation initiatives, the Moose Hide Campaign continues to spread across the country, engaging people from all sectors, cultures, provinces, and territories to learn together, work together, and take personal responsibility and collective action.
Our story is one of passion and possibility. Our heart-centered team is on a mission.
We want to gift moose hide pins to every Canadian.
We want to grow our national Moose Hide Campaign Day ceremony to realize one million Canadians fasting together in ceremony across the country,
to end violence against women and children.
Our small, close-knit team completes their inspirational work in offices located in the Songhees Innovation Centre, on the traditional territory of the Lekwungen (Songhees) People.
WHO YOU ARE
You are highly organized with demonstrated expertise in administrative coordination. You find it easy to work independently and take the initiative where needed. You take pleasure in working with others and helping them achieve success. You are excellent at prioritizing and managing multiple tasks and deliverables; you are good under stress, and you know how to ask for help when needed. You are tactful, emotionally intelligent, are eager to make a positive impact, have a passion to help others and crave meaningful work.
Position: Executive Coordinator
Reports to: Chief Executive Officer
Location: Victoria, Remote, Hybrid
Start Date: January 4, 2023
Salary range: $60 – 70,000 per annum (negotiable, commensurate with experience)
Status: Full-Time, Permanent
The Executive Coordinator supports the CEO and General Manager in the overall success of the Moose Hide Campaign. With a great deal of compassion and tact, the Executive Coordinator provides strong administrative support in a high-paced professional environment, collaborating with multiple stakeholders.
1. Executive Assistance to the CEO: The Executive Coordinator contributes to the effectiveness of the CEO by supporting internal and external demands and providing highly effective administrative support. The Executive Coordinator is relied upon to exercise a high degree of tact and discretion.
- Coordinates the office of the CEO, providing confidential executive assistance to ensure that work is performed in a timely and accurate manner.
- Organizes the CEO’s calendar; clarifying priorities and required materials for appointments, meetings, conferences, speaking engagements, and coordinates all travel arrangements.
- Sorts and prioritizes correspondence. Ensures that time-sensitive items are highlighted and brought to the CEO’s attention. Follows through on critical or time-sensitive messages.
- Follows up on email correspondence with direction from the CEO.
- Prepares correspondence, presentations, statistics, and reports, working with materials for the CEO’s approval.
- Provides accurate document management support by composing and/or editing a variety of documents. This includes highly confidential correspondence, memoranda, contracts, and proposals.
- Supports CEO to provide timely support, recognition and performance feedback to his direct reports as may be needed.
- Takes action authorized during the CEO’s absence, using initiative and judgment on matters requiring attention and decisions.
2. Internal liaison: The Executive Coordinator plays a key influencing role in terms of managing incoming requests upon the CEO on a day-to-day basis while providing a positive experience to all who approach the Executive Office.
- Applies good judgment to triage incoming queries and serves as a liaison between the CEO and employees, the Founders, Government and Community representatives, Indigenous Leaders and Groups, the general public, campaign partners and other stakeholders, by promptly answering incoming calls, relaying messages, answering questions, clarifying information, responding to requests, resolving problems, or referring callers to the CEO or other appropriate staff.
- Works closely with the General Manager to track and advance key initiatives and projects.
- Assists with the organization of meetings and retreats, coordinating agendas, logistics, travel arrangements, accommodation, preparing materials and ensuring that accurate minutes of meetings are recorded, including tracking and follow-up of action items and decisions.
- Facilitates communications, information flow and working relationships between the CEO, employees, and Founders.
- Performs a variety of other administrative and organizational tasks to support the work and processes of the CEO, including correspondence, presentations, and reports.
3. Administration: The Executive Coordinator provides administrative support to the overall organization.
- Distributes approved material and maintains electronic filing systems to ensure easy retrieval of all documents. Develops and refines administrative procedures, using technology to streamline processes.
- Develops and maintains well organized filing systems that permit easy reference and rapid retrieval of information, and, where required, that meets legislated and governance requirements.
- Provides administrative support to key committees such as the Leadership Council and Board of Directors as needed.
- Creates and updates an efficient and effective electronic records management system to ensure easy access while maintaining confidentiality.
- Copy edits correspondence, reports and other written documentation and materials.
- Maintains up to date contacts management on behalf of the Executive Office.
- Ensures that the CEO’s computer files are protected and backed up (drawing on technical support as needed).
- Updates the CEO’s database of contacts.
- Provides ad-hoc administrative support to the Founders as needed.
4. Perform additional functions as directed or assumed on personal initiative:
- Provides recommendations that seek to continuously improve the systems and processes employed by the Executive Office.
- Contributes to annual goal setting for the Office.
- Responsible for continuously expanding and updating professional knowledge and honing skills in order to enhance individual and team innovation and productivity.
- Provides administrative support to the Founders when required.
Other related duties as required.
Qualifications: Education and Experience
- At least 3 years progressive administrative responsibilities with at least 2 years executive assistance experience is required.
- Post-Secondary education in the areas of business, business administration or a relevant field of study is an asset.
- Previous working knowledge and experience working with Indigenous organizations and communities is a definite asset.
Skill Sets and Competencies
- Strong personal interest and commitment to the Moose Hide Campaign’s mission and vision required.
- Practical experience and strong facility with Microsoft Office applications and video conferencing required.
- Solid knowledge and experience with database applications desired.
- Strong technical problem-solving skills with standard office computer functionality issues, peripherals and telecoms tools required.
- Able to support a high-performing team in a fast-paced environment by taking initiative, prioritizing needs, and meeting tight deadlines.
- Team player, able to work independently as well as with others.
- Candidate must be approachable, professional, personable, and able to build harmonious working relationships with co-workers and all external stakeholders.
- Able to exercise diplomacy, tact, and good judgment in recognizing scope of authority and in protecting confidential information.
- Highly organized, detailed oriented and able to prioritize tasks.
- Excellent written and spoken English required.
- Demonstrated commitment to personal wellness.
- Able to perform administrative duties with deliberate speed and accuracy and without immediate and constant supervision.
How to Apply:
Interested candidates are invited to submit the following to firstname.lastname@example.org no later than Friday, December 2, at 5:00 pm PST.
- A letter of interest, outlining how your previous experience and education would support this position. A recent C.V. Contact information for two references.
As this is a unique opportunity we welcome and are open to discuss flexible arrangements. We thank all applicants for their interest; only those selected for an interview will be contacted.
For more information regarding our organization, please visit our website at:
Persons of Indigenous ancestry will be given preference. s16(1) CHRA.