Senior Administrative Coordinator - Regional Housing

Summary

This position provides a broad range of senior administrative and confidential secretarial support to the Senior Manager of Regional Housing. This position also provides support to the Regional Housing Division, including the Capital Region Housing Corporation (CRHC), and provides leadership to other Administrative Coordinators within Regional Housing/CRHC.

Key Duties & Responsibilities

• Drafts, reviews, and edits a variety of complex documents, including contracts, reports, memorandums, procurement materials, and correspondence, ensuring accuracy, clarity, and compliance with CRD policies and public procurement regulations.
• Coordinates approval workflows for confidential and non-confidential documents, such as agreements and legal documents, ensuring timely execution, adherence to governance requirements, and alignment with corporate guidelines.
• Composes routine and complex correspondence, prepares, edits, formats, and distributes documents, including staff reports. 
• Drafts, reviews, and edits training manuals, process summaries, and presentation materials.
• Undertakes the  Regional Housing’s financial administration, including processing invoices and corporate credit card transactions, reconciling expenses, and ensuring compliance with corporate financial policies and procedures.
• Develops, implements, and maintains complex filing and records management systems, including tracking CRD Committee and Board reports, motions, and project documentation, and acts as the division’s SharePoint Champion to optimize document management processes.
• Develops, recommends, implements, and evaluates administrative processes, protocols, and procedures, to ensure effective and efficient utilization of resources. 
• Plans, coordinates, and supports meetings by coordinating schedules, booking rooms, preparing agendas, recording minutes, tracking action items, and facilitating decision-making.
• Coordinates the Senior Manager’s schedule, including calendar coordination, email management, document preparation, travel arrangements, and deadline tracking to support strategic priorities.
• Provides training and mentorship to Administrative Coordinators within Regional Housing/CRHC, ensuring consistency in internal processes, including monthly Board reports.
• Liaises with internal and external senior administrative staff to ensure seamless communication and collaboration across departments and organizations.
• Acts as a subject matter expert and process champion for contract administration, delegation of authority, procurement procedures, and other administrative functions within Regional Housing.
• Follows all CRD policies, procedures, and standards.
• Performs other duties as required. 

Additional Information

• None

Key Skills & Abilities

• In-depth knowledge of local and regional government structures, policies, procedures, and corporate regulations.
• Strong understanding of office operations, administrative processes, records management systems, and corporate documentation.
• Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, SharePoint, and database programs.
• Experience with Enterprise Resource Planning (ERP) systems such as SAP.
• Expert-level keyboarding and data entry skills with a strong commitment to accuracy and data integrity.
• Expertise in composing, formatting, proofreading, and editing business documents, including reports and administrative correspondence.
• Excellent verbal and written communication, interpersonal, and customer service skills.
• Demonstrated ability to liaise, collaborate, and build consensus with internal and external stakeholders at various levels.
• Strong ability to exercise professionalism, tact, diplomacy, and discretion, particularly when handling confidential and sensitive information.
• Proven ability to organize and prioritize workload, manage multiple deadlines under pressure, and work effectively in a fast-paced, evolving environment.
• Displays initiative, sound judgment, and proactive problem-solving skills, anticipating and addressing potential issues efficiently.
• Skilled in arranging meetings, preparing agendas and information packages, recording accurate minutes, and tracking action items.
• Strong ability to process and manage contracts, agreements, financial transactions, invoices, and expense reconciliations in compliance with corporate policies.
• Ability to maintain confidentiality and professionalism while managing sensitive documentation and correspondence.
• Highly adaptable with the ability to work independently with minimal supervision while thriving in a collaborative team environment.

Qualifications

Certifications