Manager, Administrative Services & Facilities

Location: Vancouver, BC

Department: Corporate Services

Employment Type: Full Time / Hybrid (3+ days per week on-site) / Term (3-year fixed term contract)

Language Designation: English Essential

Posting Close Date: February 9, 2025

About Destination Canada

Tourism is the heartbeat of communities from coast to coast to coast. At Destination Canada, our aspiration for the tourism industry is to generate wealth and wellbeing for all of Canada and enrich the lives of our guests. Our mission is to influence supply and build demand for the benefit of locals, communities and visitors through leading research, alignment with public and private sectors, and marketing Canada nationally and abroad. We seek diverse, ingenious thinkers teeming with intellectual curiosity and a deep desire to grow Canada’s tourism industry – strengthening the socio-cultural, environmental and economic vitality tourism brings to Canada.

About the role:

We are seeking an exceptional leader to oversee and elevate the Executive Assistant (EA) function across the organization while managing facilities operations and corporate travel services. The Manager, Administrative Services and Facilities will lead a high-performing team of Executive Assistants and Senior Executive Assistants who support our senior leadership team. This role will develop best practices, provide coaching and mentorship, and ensure consistent, top-tier administrative support. This role will also oversee office facilities management and travel booking processes to enhance operational efficiency and align with organizational priorities. Reporting to the Senior Vice President, Talent, Culture and Corporate Services this role is pivotal in fostering collaboration, efficiency, and innovation.

Key accountabilities

Manage EA Function

• Supervise and manage a team of Executive Assistants, providing guidance, coaching, and performance management to foster a collaborative, high-performance culture within the EA function.
• Identify and facilitate training and career development opportunities, promoting knowledge-sharing and mentorship among the EA team to foster best practices and peer learning.
• Collaborate with senior leadership to set clear expectations for EA roles, responsibilities, and performance standards, ensuring consistency while accommodating executive-specific needs.
• Serve as the primary point of contact for senior leaders regarding EA support, ensuring satisfaction with services and proactively addressing gaps. Advocate for both executives and EAs to optimize support and resources.
• Develop and implement consistent processes and standards to optimize executive support services. Drive innovation within the EA function by introducing new tools, technologies, and practices to enhance efficiency and align with the organization’s strategic needs.
• Oversee workload distribution across the EA team to ensure equitable support and balance and coordinate temporary backups during absences to maintain seamless operations.
• Actively participate in the recruitment and selection process for EA positions. Support onboarding for new executives and their respective EAs, ensuring seamless transitions.
• Lead special projects and initiatives to improve administrative efficiency, elevate EA services, and support organizational enhancements.

Facilities Management:

• Oversee day-to-day operations of office facilities, ensuring they are clean, well-maintained, safe, and aligned with organizational needs
• Manage vendor relationships and contracts, including cleaning services, maintenance, and office supply vendors, ensuring cost-effective, high-quality services.
• Manages office supplies, equipment, and inventory; place orders and maintain sufficient stock levels.
• Lead and participate in Health and Safety Committee meetings, addressing health and safety concerns proactively
• Oversee facility-related projects, including office moves, renovations, and equipment installations.
• Support the lease renewal process for all offices, both Canada and international.
• Research, implement, and monitor environmentally sustainable facility practices, reporting on progress and driving continuous improvement.
• Plan and track facility expenditures, ensuring alignment with contracts and budget. Forecast spending and recommend actions to the SVP, Talent, Culture and Corporate Services for overages or underspending.
• Provide setup and technical support for corporate meetings, including sound, video, and conferencing logistics.
• Oversee office floor plans and workspace allocations, ensuring desks and workstations are set up to meet operational needs and employee requirements.

Corporate Travel Management

• Manage the organization’s contracted travel management companies and corporate airline agreements
• Develop and manage corporate travel booking processes in line with company policies
• Deliver training and communications on travel booking processes, ensuring clarity and compliance.
• Collaborate with partners to introduce sustainable travel practices and cost-saving measures

EA Support

• Provide executive assistant support and services to the Senior Vice President, Talent, Culture and Corporate Services, including calendar management, travel booking, expense claims and administrative support (approximately 10% of time).

What you need

• Graduation from a recognized university in a relevant discipline or an acceptable combination of education, training and experience.
• 5+ years of progressive experience in administrative management or other relevant field.
• 3+ years of experience managing a team, preferably in a corporate or complex organizational setting.
• Experience overseeing office facilities, including vendor management, and health and safety.
• Experience in leading organizational change initiatives, particularly related to process improvements or administrative optimization.
• Experience managing budgets, including tracking, forecasting, and reporting.
• Knowledge of corporate travel policies, booking processes, and vendor management.
• Leadership skills, with the ability to coach, mentor, and manage performance in a diverse team environment.
• Excellent interpersonal and communication skills, including the ability to build relationships with executives, cross-functional teams, and external vendors.
• Demonstrated ability to navigate and resolve conflicts constructively, fostering positive and collaborative working relationships.
• Strong organizational skills and the ability to manage multiple priorities and projects simultaneously.
• Ability to lead initiatives and implement cross-organizational changes, improve processes, and deliver results on time and within budget.
• Proven ability to allocate and manage resources effectively to ensure optimal support across teams and projects
• Proficiency in tools and technologies to support administrative and facilities functions (e.g., MS Office, travel booking platforms, project management tools).

It would be great if you also had

• Experience managing international offices or working in a global context.
• Multilingual abilities, particularly in French, Mandarin, or Japanese.
• Knowledge of implementing green initiatives in facilities and/or travel.
• Experience providing executive support as an EA

Compensation

Salary range: $82,146 - $102,682

Within the range, the base pay offered is determined by multiple factors, including job-related skills and relevant education/experience. Please note starting salaries for new hires typically fall between the minimum and mid-point of the range, to support internal equity and allow room for progression as employees grow and excel in their roles. The range above reflects base pay only and does not include the competitive at-risk pay program and benefits that we offer!

Other components of our total rewards offerings include:

• Extended health and dental benefits
• Minimum 3 weeks of accrued vacation plus other paid time off
• Employee assistance program
• Defined contribution pension plan
• Generous parenthood top-up
• Flexible working options like compressed workweek and hybrid model
• Support towards your professional growth with learning and development opportunities, mentorship and more.

Things you should know:

• This role follows a hybrid work arrangement– due to the nature of the position, the successful candidate will primarily be office-based, with at least 3 days per week on-site. Please note the work arrangement is subject to change.
• From time to time, this role may be required to attend the office outside regular working/in-office hours to address projects such as installations or respond to emergencies.
• This is a three-year term role, with a fixed end date.

At Destination Canada, we believe that Canada's diversity is its greatest asset and is what touches travellers' hearts most deeply. To that end, we are committed to inclusive leadership within our workplace, workforce, and interactions with partners and travellers alike. Destination Canada is an equal opportunity employer committed to reflecting Canada's diversity through fair and accessible hiring and employment practices. All qualified applicants will receive consideration for employment. If you require accommodations at any point in the recruitment process, please reach out to accessibility@destinationcanada.com.

We know that applying for a new job can be both exciting and intimidating, and we sincerely appreciate your interest and effort. Only those applicants under consideration will be contacted.

Privacy Policy Acknowledgement

Personal information collected in relation to your application is collected pursuant to the Canadian Tourism Commission Act and under the Privacy Act. It will be used to evaluate your application and maintain an inventory of candidates for work opportunities and staffing pursuant to Destination Canada’s personal information banks PSU 911 and PSE 902. Information will be retained for a minimum of 2 years.

By submitting your application, you acknowledge and agree to our Privacy Policy.