Administrative Coordinator (Divisional Planning, Coordination & Support Services)

Job summary

Provide administrative support to the Director and senior leadership team, including managing calendars, meetings, events, confidential reports, communications, travel, expenses, and employee onboarding. Maintain team information systems, respond to inquiries, support team engagement, and help improve administrative processes while handling sensitive information with discretion.

Job details

Are you a resourceful and self-motivated administrative individual with the power to initiate plans and independently follow through to completion? We’re looking for an experienced Administrative Coordinator to assist and support our Director, Divisional Planning, Coordination & Support Services at WorkSafeBC in our Richmond head office. Divisional Planning, Coordination and Support Services (DPCSS) supports the Claims and Rehabilitation Services division plan, coordinate, and deliver on its priorities. The team works across the division and with corporate partners to support business planning, innovation, business intelligence, and operational initiatives that help teams deliver effective services to stakeholders. In this role, you’ll use a high level of discretion and tact in handling confidential and sensitive management information related to WorkSafeBC’s operations and regulations. If you have administrative experience supporting Director level operations, exceptional interpersonal ability, proficiency in Microsoft applications, and effective organizational skills and can execute a high level of professionalism and confidentiality, this role is for you! How you’ll make a difference: You’ll support the Claims & Rehabilitation Services division in providing compassionate, supportive service to people injured at work. Working at WorkSafeBC We serve the workers and employers across B.C., and we do that best when we're together. It's how we collaborate, learn from one another, and develop our people. This role combines time in our offices with flexibility for remote work Support the Director and senior leadership team by performing administrative responsibilities, including maintaining calendars; managing appointments, meetings, conferences and team events; and booking meeting rooms Support the management team on any daily responsibilities as required Record, organize, and prepare complex and confidential reports Compose written responses, memos, minutes, presentations, reports, and communications from both verbal and printed sources Build and maintain a SharePoint team site and documents on the local area network Coordinate travel arrangements and assist in tracking expenses and vacation schedules for the management team Manage equipment and accesses for employees and assist with onboarding new hires Receive, screen, and refer incoming calls from internal and external sources Answer routine inquiries about departmental activities Provide mentorship and training to other administrative employees in the department Build and maintain cooperative working relationships with a variety of individuals Assist leadership in planning team-building and engagement initiatives Help foster a positive and inclusive team culture We’re Looking For Someone Who Can Display a high degree of diplomacy, integrity and professionalism when handling confidential files and information Organize and coordinate agendas for meetings and events Synthesize information to summarize main points Communicate clearly and concisely, both verbally and in writing, to a variety of groups and individuals Be adaptive, take initiative as appropriate, and has a forward-thinking mindset Meet deadlines in a high-volume, multi-tasking, client-focused environment with a strong attention to detail Interact with key WorkSafeBC personnel and external sources while exercising discretion in providing information in the absence of the Director Use discretion, handle confidential and sensitive information, and resolve conflicts Identify opportunities to improve systems and processes Recommend solutions and refer issues as appropriate Occasionally travel throughout the province for divisional meetings and/or events Your Background And Experience Completion of grade 12 and some post-secondary education in business administration is preferred A minimum of three years of related work experience in an administrative role supporting senior management and/or Director level operations Strong working knowledge of SharePoint and Microsoft Office products including Word, Excel, PowerPoint, Outlook, and Teams Experience in project coordination is an asset A valid BC drivers’ license is an asset We’ll consider equivalent combinations of education and experience. Important to know Before we can finalize any offer of employment, you must: Consent to a criminal record check Confirm you’re legally entitled to work in Canada Who We Are At WorkSafeBC, we promote safe and healthy workplaces across British Columbia. We partner with workers and employers to save lives and prevent injury, disease, and disability. When work-related injuries or diseases occur, we provide compensation and support injured workers in their recovery, rehabilitation, and safe return to work. We’re honoured to serve the 2.49 million workers and 263,000 registered employers in our province. What’s it like to work at WorkSafeBC? It’s challenging, stimulating, and rewarding. Our positions offer diversity and opportunities for professional growth. Every day, the work we do impacts people and changes lives. What we do is important, and so are the people we do it for. Our ability to make a difference relies on building a team with a rich variety of skills, knowledge, backgrounds, abilities, and experiences that reflects the diversity of the people we serve. We are committed to fostering a welcoming, inclusive, and supportive work culture where everyone can contribute as their best, authentic self. Learn more: Discover who we are. Our Benefits As a member of our team, you’ll have access to services and benefits that help you get the most out of work — and life. Along with a competitive salary, your total compensation package includes: Defined benefit pension plan that provides you with a lifetime monthly pension when you retire 4 weeks of vacation in your first year, with regular increases based on years of service Benefits package that includes customizable options for health care and dental benefits, additional days off, and a health care spending account Optional leave arrangements Development opportunities (tuition reimbursement, leadership development, and more) Learn more: Find out what we offer. Salary: $65,476 - $79,553/annually Want to apply? Applications are welcomed immediately and must be received no later than 4:30 p.m. PST on the closing date. Please note that we will be starting assessments prior to the closing date. We encourage all qualified applicants to apply. If you require an accommodation in the assessment process, please email Recruitment Testing Accommodation (SM) when you submit your application.

What you’ll do

Provide administrative support to the Director and senior leadership team, including managing calendars, meetings, events, confidential reports, communications, travel, expenses, and employee onboarding. Maintain team information systems, respond to inquiries, support team engagement, and help improve administrative processes while handling sensitive information with discretion.

Requirements

Applicants need a high school diploma and at least three years of administrative experience supporting senior management or Director-level operations; some post-secondary business administration education is preferred. Strong SharePoint and Microsoft Office skills, professionalism, discretion, organization, and communication are expected; project coordination experience and a valid British Columbia driver's license are assets.

Benefits

• Defined Benefit Pension Plan
• Four Weeks Of Vacation In The First Year
• Health And Dental Benefits
• Additional Days Off
• Health Care Spending Account
• Optional Leave Arrangements
• Tuition Reimbursement
• Leadership Development

Listed skills

• Team Engagement · Preferred
• Project Coordination · Preferred
• Administrative Support · Preferred
• SharePoint · Preferred
• Microsoft Office · Preferred
• Conflict Resolution · Preferred
• Process Improvement · Preferred
• Onboarding · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Calendar Management
• Meeting And Event Coordination
• Confidential Information Handling
• Report Writing
• Microsoft Office
• SharePoint
• Project Coordination
• Travel Coordination
• Expense Tracking
• Onboarding
• Written And Verbal Communication
• Information Synthesis
• Process Improvement
• Conflict Resolution
• Team Engagement

Job areas

• Administrative
• Management & Leadership
• Finance & Accounting

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