Office Management jobs

Regina, Saskatchewan

About Avana

Avana is a growing real estate development and property management company committed to creating safe, vibrant, and inclusive communities where residents feel proud to call home. We develop, build, and manage thoughtfully designed rental communities with a strong focus on quality, resident experience, and community growth. Our workplace culture is rooted in collaboration, accountability, and shared success.

About the Role

The Executive Coordinator, President's Office serves as a trusted partner to the President and Executive Leadership Team, providing strategic coordination, governance support, executive administration, and project management. This role is responsible for ensuring the effective operation of the Executive Leadership Team through the coordination of leadership meetings, strategic initiatives, executive communications, and organizational priorities.

The Executive Coordinator supports coordination of strategic initiatives across departments, helping to drive accountability, improve organizational effectiveness, and support the successful execution of corporate objectives. The ideal candidate is highly organized, proactive, professional, and capable of managing sensitive information with discretion and sound judgment.

What You’ll Do

President's Office Coordination

• Manage and coordinate the President's calendar, priorities, and commitments.
• Prepare executive briefing materials, reports, presentations, and correspondence.
• Coordinate and track key deliverables, decisions, and action items arising from executive discussions.
• Anticipate administrative and operational needs of the President and Executive Leadership Team.
• Maintain strict confidentiality regarding sensitive business matters.

Strategic Initiative Coordination

• Support implementation and monitoring of strategic plans and corporate priorities.
• Coordinate cross-functional projects on behalf of the President.
• Track key milestones, risks, and deliverables.
• Prepare status updates and executive summaries for leadership review.
• Identify process improvement opportunities that enhance organizational effectiveness.

Executive Leadership Governance

• Coordinate Executive Leadership Team, management, and ownership meetings.
• Develop agendas and meeting materials in collaboration with leaders.
• Attend meetings, prepare minutes, and track action items to completion.
• Maintain governance records, documentation, and decision logs.
• Support leadership accountability through proactive follow-up and reporting.

Executive Communications

• Draft professional communications, presentations, and reports on behalf of the President.
• Coordinate information flow between leadership teams and internal stakeholders.
• Support the preparation of speaking notes, briefing packages, and executive presentations.
• Ensure communications are timely, accurate, and aligned with organizational priorities.

Organizational Planning & Administration

• Coordinate executive travel, meetings, and events.
• Support planning and execution of leadership retreats, corporate events, and employee engagement activities.
• Maintain organized electronic and physical records.
• Support office administration and corporate headquarters activities including management of the HQ front-desk.

Systems & Process Excellence

• Champion and support the effective use of Microsoft 365, Teams, SharePoint, Teamflect and other collaboration tools.
• Support and advise on business processes that improve organizational efficiency and accountability.
• Create templates, workflows, and reporting mechanisms to support leadership decision-making and cross-functional processes.
• Support continuous improvement initiatives across the organization.

What You Bring

• Degree or diploma in Business Administration, Communications, Management, Project Management, or a related field.
• Equivalent combinations of education and experience will be considered.
• Five or more years of experience supporting senior executives or executive leadership teams.
• Experience coordinating projects and corporate initiatives.
• Experience preparing executive reports, governance documentation, and presentations.
• Experience working in a fast-paced professional environment.
• Strong communication, organization, project coordination, and relationship-building skills, with executive presence, discretion, strategic thinking, sound judgment, attention to detail, and proactive ownership.
• Advanced proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint).
• Strong report preparation, document management, and presentation development skills.
• Experience with project management and collaboration software.

What Success Looks Like

• Executive priorities are effectively coordinated and executed.
• Strategic initiatives remain on track and aligned with corporate objectives.
• Leadership meetings are productive, organized, and action-oriented.
• Action items and commitments are consistently monitored and completed.
• Executive communications are accurate, professional, and timely.
• Stakeholders experience responsive, professional support.
• The President's Office operates efficiently and contributes to organizational effectiveness.

Why Join Avana

• Competitive compensation and annual bonus opportunities.
• Comprehensive health and dental benefits with 80% employer-paid premiums.
• Employer-matched pension plan.
• Parental leave top-up program.
• Opportunities to learn, grow, and contribute to meaningful cross-functional work.
• A collaborative, inclusive, and values-driven workplace.
• A visible, trusted role with the opportunity to influence how priorities move forward and contribute to Avana’s continued growth.

Applications close on October 15, 2026.