EXEC ADMIN - Administrative Assistant
BC Public Service Agency Vancouver
Posting Title EXEC ADMIN
- Administrative Assistant Position Classification Executive Administrative Asst Union N/A Work Options Hybrid Location Victoria, BC V9B 6X2 CA (Primary) Salary Range $61,966.26 to $70,087.08 annually Close Date 5/23/2025 Job Type Regular Full Time Temporary End Date Ministry/Organization BC Pension Corp Ministry Branch / Division Executive Office Job Summary Administrative Assistant
- Executive Office Job Posting Job Description Reports to: Manager, Executive Operations Salary Range: $61,966.26 to $70,087.08 per annum Union/Excluded: Excluded Security Screening: Required Job Type: Regular full time Additional Info: An eligibility list to fill future vacancies may be established.
***Please DO NOT apply for this position by submitting your profile on this BC Government Hiring Centre website.
Applications must be made via the following directions below.*** We are seeking an Administrative Assistant- Executive Office to join our team in VICTORIA, British Columbia, Canada.
Are you a proactive and organized professional who wants to make a significant impact?
We’re looking for an exceptional Administrative Assistant (AA) to provide essential support to our Chief Executive Officer and executive team.In this critical role, you'll handle complex, sensitive, and urgent matters with efficiency and discretion.
Your ability to prioritize, adapt to shifting demands, and effectively manage the calendars and workflow of multiple executives will be key to your success.
As the first point of contact for the CEO and executive office, you will represent the corporation with professionalism.
You will build strong, trusted relationships with the CEO, executive team, and administrative staff.
We're looking for a forward-thinking individual with excellent organizational skills who works with discretion and tact.
If you are flexible, resourceful and adaptable in a fast-paced environment, you’ll thrive in this position where no two days are the same.
Hybrid Work Model This position is located in our Victoria, BC office.
You will have the flexibility to work part of the time on-campus and part of the time off-campus.
The requirement for on-campus presence is a minimum of 40% of your schedule in a month.
Additional requirements are determined by the role functions and operational needs of each business area.
Responsibilities Executive Support Manages executive schedules by ensuring smooth, logical flow of work and events; sets up appointments and meetings; determines priorities and urgent situations and makes changes and adjustments as required.
Handles routine correspondence; reroutes materials and inquiries as appropriate; responds to routine correspondence; ensures items presented by others for executive signature are timely, complete and accurate.Coordinates the flow of information by ensuring the executive team is aware of priority and/or sensitive items and has sufficient background materials to assist in work.
Maintains an efficient bring-forward system to ensure replies are made in a timely manner and replies to enquiries on their own initiative for the executive's signature.
Maintains the executive office's filing system; manages the effective electronic filing of corporate correspondence and documents and ensures that all relevant materials, including confidential reports, correspondence and other materials, are filed and retrieved as required.
Office Administration Handles office administration functions such as travel arrangements, budgets and expense claims.Organizes meetings and events with a variety of participants and coordinates the logistics, including facilities and catering; provides support including attendance tracking, minutes and follow-up as required.
Receives visitors, answers telephone, responds to requests for information based on a good knowledge of division/corporate policies, programs and operations or refers to appropriate personnel, and takes messages as required.
Supports the manager as needed with maintenance of executive office furniture, systems, equipment, and supplies.
Performs other related administrative duties as needed.
Specific responsibilities will vary depending on which members of the executive team the AA supports.
Provides coverage for the other AA when required.
Qualifications Must have Office Administration Diploma or equivalent.
Five years of recent progressive administrative experience that includes: Managing calendars using Microsoft Outlook.
Providing administrative support to senior or executive leaders.Creating, proofing, editing documents on behalf of management.
Creating meeting agendas and drafting formal meeting minutes.
Preparing and managing forecasts and budgets.
Using Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, Co-pilot) An equivalent combination of education, training and relevant experience may be considered.
Knowledge, Skills and Abilities Self-motivated and enthusiastic, demonstrates initiative, flexibility and a positive attitude.
Excellent verbal and written communication skills, and strong interpersonal skills.
Proficient in Microsoft 365 Detail oriented, with excellent organizational and multi-tasking skills.
Demonstrated ability to work effectively and efficiently under time pressures.
Maintains a professional manner at all times.
Exercises sound judgment, confidentiality and discretion.
Application requirements Cover letter: Please do not submit a cover letter; it will not be reviewed.Resume: A resume is required as part of your application.
Ensure your resume includes your education, the start and end dates (month and year) of your employment, and any relevant information that relate to the job requirements.Questionnaire: As part of the application process, you will be prompted to complete an online questionnaire to demonstrate how you meet the job requirements.
Responses will be used to shortlist applicants against the job requirements.
Please allow approximately 10 minutes to complete this questionnaire.
Apply now at BC Pensions Career Site Careers.
Applications will be accepted until 11:59 pm PST on the closing date.
Late applications will not be considered.
Diversity & Inclusion BC Pension Corporation is an equal opportunity employer committed to establishing an inclusive, equitable, and accessible environment for all.
All qualified applicants will receive consideration for employment without regard to race, national origin, age, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law.
We are committed to ensuring that reasonable accommodations are made available to persons with disabilities during the recruitment, assessment and selection processes and will provide reasonable accommodations upon request.If you require assistance or accommodation due to a disability, please email us at jobs@pensionsbc.ca.
Thank you for your interest in working with us.
We will let you know about your status in this competition as soon as possible.
If you have questions about this opportunity, please email us at jobs@pensionsbc.ca.
DO NOT submit your application for this position through the BC Government Hiring Centre website.
Applications submitted through the BC Government Hiring Centre will not be considered.
Job Category Administrative Services How to apply to this job Apply now at BC Pensions Career Site Careers.
Applications will be accepted until 11:59 pm PST on the closing date.
Late applications will not be considered.
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