Job Title

Senior Administrative Coordinator/Executive Assistant, Indigenous Midwifery Job DetailsPay:$65,000$70,000 a yearJob Type:Permanent, Full-time, HybridShift and Schedule:8-hour shift Monday to FridayOffice Location:4370 Dominion Street, Burnaby, BC V5G 4L7Reports to: Director (s), Indigenous Midwifery Midwives Association of BCMidwives Association of British Columbia (MABC) is a professional non-profit association for midwives, promoting the profession of midwifery within the province of British Columbia and advocating for the ongoing development and enhancement of midwifery services. MABC Provides continuing education opportunities for its members and professional services to its midwives. The Midwives Association of BC is seeking a highly organized and detail-oriented individual to join our team as an Senior Administrator Coordinator for the Indigenous Midwifery Program. This role will play a crucial part in supporting the important work of Indigenous midwives in British Columbia, and will require strong communication skills, cultural competency, and a passion for maternal and infant health. If you are dedicated to supporting Indigenous communities and have experience in administrative support, we encourage you to apply for this rewarding position.Join us in our mission at MABC to make a meaningful impact on the lives of midwives practicing in BC! Midwives support parents and life-givers as they nurture precious infants both inside and outside the womb. We are currently hiring for two Program Coordinator positions to support our growing initiatives. If youre passionate about making a difference and want to contribute to the midwifery profession, wed love to hear from you!Senior Administrative Coordinator /Executive AssistantReporting to the Director (s), Indigenous Midwifery, the Senior Administrative Coordinator will provide comprehensive high-level administrative support to both the Indigenous Midwifery Program team.This role is essential in ensuring the smooth operation and coordination of all program initiatives. The successful candidate will be an efficient, proactive professional with strong multi-tasking abilities, excellent organizational and communication skills, and the capability to manage confidential and complex information while supporting daily program needs.Shared Responsibilitiesv Works collaboratively within and across teams to ensure high quality programs and services for Indigenous midwifery council members v Provides support to other members of the staff team during periods of high workloadv Supports the development and implementation of the Annual Work Plan in alignment with the IMCBC strategic plan, collaborating with Indigenous Midwifery Directors and the team to achieve these goals.Main Responsibilities:Documentation and Communication Support:Prepare and send standard, simple communications and high-level sensitive documentation as required, ensuring confidentiality and accuracy. Draft more complex messages and documentation for review and approval on behalf of the Directors and follow up as needed.Facilitate communication between the Indigenous Midwifery Program team and internal/external stakeholders, acting as a gatekeeper ensuring all communication is acknowledged and directing inquiries to the appropriate person, triaging calls, emails, and correspondence. Develop procedural documentation and information related to the Senior Administrative Coordinator role. Governance, Working Groups, and Meeting Support: Take and prepare minutes for Council meetings, working groups and other meetings. Determine the appropriate type of meeting and create minutes in line with the level of meeting (e.g., formal minutes, informal minutes, or summary notes).Track attendance, and document decisions and action items as required.Organize and coordinate various team meetings and external meetings with stakeholders and partners.Provide comprehensive administrative support for the Council of the IMCBC monthly meetings and AGM, including attendance, as well as supporting other various working groups and meetings as needed.Support the implementation and maintenance of governance structures, including parliamentary procedures, bylaws, and terms of reference.Proactively create agendas including attachments, prepare reports and presentations for meetings under the direction of leadership or Senior Staff, and prepare debriefs from meetings. Determine the appropriate level of documentation (e.g., formal minutes, informal minutes, or summary notes) and as required, record and take minutes, track attendance, and document decisions and action items.Maintain comprehensive lists and information such as committees, stakeholders, and partnership organization contacts.Manage all records.Senior Administrative Support:Support and coordinate IMWP staff with projects and programs related to the annual workplan and strategic plan objectives.Under the guidance of senior staff, prepare reports, presentations and decks, along with executive summaries and reports and other documentation needed to support the team including project and program activities.Proactively manage the multiple calendars, including the Senior Staff s schedule, ensuring all meetings and appointments are well-organized and agendas are prepared in advance. Arrange and coordinate travel arrangements, including transportation, accommodations, and create itineraries.Create and maintain administrative lists and information, such as key contact lists, committee lists, regular collaboration tables, and external organizational charts.Coordinate with HR to ensure internal organization charts and HR communications are easily accessible and brought to the attention of the Leadership team as well as ensuring onboarding of new staff.Maintain and organize various important documents and records in SharePoint, including structured data management, version control, and compliance tracking.Create and optimize workflow processes using SharePoint and other Microsoft products and implement and utilize automation tools to improve efficiency.Develop and maintain documentation, process maps, and diagrams to support workflow processes.File, scan, and send bulk e-mail communication and photocopy as directed.Order office supplies and equipment, and coordinate courier requests, registered mail requests, and other special mailing requests from staff.Financial Support:Review and track invoices, ensuring accuracy and timely payment.Prepare and manage team expense reimbursements Manage procurement processes, including preparing and coordinating purchase orders, ordering supplies, equipment, phones, and other necessary items.Main Qualifications:Bachelors degree in Business Administration, Communications, or a related field, or an equivalent combination of education, training, and experience is an asset.Minimum of five (5) years of progressive administrative experience in a fast-paced environment is required.Preference will be given to Indigenous qualified candidates as approved under Special Program Stat, BC Human Rights Commission. Sensitivity towards culturally appropriate and respectful practices is a must.Experience working with First Nation, Inuit and Metis communities is an asset.Previous experience in a healthcare or a not-for-profit organization is an asset.Team Collaboration:Ability to work effectively within a team, taking direction and contributing towards shared goals.Adaptability:Capable of multitasking and pivot quickly in response to changing priorities with high energy and enthusiasm, thriving in a dynamic and motivated team environment.Communication Skills:Excellent written and verbal communication skills.Technical Proficiency:Advanced skills in Microsoft Office suite (Excel, Word, Outlook, Forms, SharePoint) and virtual environments.Independence:Proven ability to work independently and achieve tangible results.Time Management:Strong time management skills.Organizational Skills:Exceptional organization, planning, and prioritization abilities, with sound judgment to manage multiple interdependent activities.Professionalism:Demonstrated professional tact, diplomacy, and confidentiality.Attention to Detail:High attention to detail and accuracy.Efficiency:Ability to efficiently manage multiple tasks, competing priorities, and deadlines in a fast-paced environment.What We Have to Offer:A full-time permanent Hybrid position (2 days per week in office)Comprehensive benefits package (salary range of $65,000 $70,000), with 3 weeks paid vacation and generous sick/wellness time off to support the full scope of employee wellbeing.Opportunities for professional development and career advancement.A supportive, positive, and engaging environment with a flexible and lifestyle-friendly atmosphere and opportunities for training and development.Extended health and dental benefits.Generous GRSP.How To ApplyMABC hires based on merit is strongly committed to equity and diversity and provides a welcoming and inclusive workplace. We especially welcome applications from Indigenous persons to engage with diverse communities productively.If you are passionate about making a positive impact and possess the skills to communicate the IMCBC effectively, we encourage you to apply for the Senior Administrative Coordinator andjoin us in our commitment to creating positive change in Midwifery. Please be advised that although we thank everyone who submits an application, only shortlisted candidates will be contacted.