Administrative Assistant, Fleet Engineering

BC Ferries; Victoria; Hybrid; CAD 49,000 - 62,000; Full time

Benefits offered by this job

Career development

Comprehensive benefits

Public Service Pension

4 weeks vacation

Hybrid work

Wellness programs

Job summary

BC Ferries seeks an Administrative Assistant to support the Director, Fleet Engineering and the broader team in Victoria or Vancouver. The role focuses on coordinating calendars, preparing documents, handling inquiries, and maintaining records to keep operations moving smoothly.

The successful candidate will bring strong organizational skills, process improvement mindset, and proficiency with Microsoft Office. Hybrid work flexibility is available within a busy engineering environment.

Qualifications

• High school diploma or equivalent required; post-secondary certificate in Office Administration is an asset.
• 1–3 years in administrative/office support role in large or complex org.
• Proven experience as an administrative professional.
• Strong organizational skills and ability to manage multiple deadlines.
• Excellent written and verbal communication with professional, approachable style.
• Proficiency with Microsoft Office and document management systems.
• Experience with scheduling, expense tracking, procurement or basic financial processes is an asset.
• Good judgment, discretion and ability to handle confidential information.

Responsibilities

• Coordinate calendars, meetings, appointments and travel for the Director and team.
• Prepare, edit and distribute correspondence, reports, presentations and documents.
• Manage calls, emails and visitor inquiries with a customer-service mindset.
• Organize and maintain electronic and physical records and filing systems.
• Coordinate meeting logistics and internal events.
• Process invoices, purchase orders and other administrative transactions.
• Support expense tracking, procurement and budget-related processes.
• Maintain databases and data entry with confidentiality.
• Coordinate with vendors and internal partners for office needs.
• Ensure activities align with BC Ferries policies and procedures.
• Identify opportunities to improve administrative processes and recommend efficiencies.

Skills

Microsoft Office

Scheduling

Communication

Data entry

Document management

Customer service

Confidential information handling

Vendors coordination

Multi-project management

Administrative support

Education

High school diploma or equivalent

Post-secondary certificate in Office Administration (asset)

Tools

SharePoint

Microsoft 365 (Teams, OneDrive)

Outlook

Word

Excel

PowerPoint

Job description

Job Description

ADMINISTRATIVE ASSISTANT, FLEET ENGINEERING

Fleet Engineering

Victoria or Vancouver Lower Mainland

The Opportunity

Behind every safe and reliable sailing is a team of people working together to keep BC Ferries’ fleet ready for service. We’re looking for an Administrative Assistant to join our Engineering department and provide key administrative support to the Director, Fleet Engineering and the broader team.

This is a great opportunity for an organized, resourceful and service-oriented professional who enjoys being at the centre of a busy operation. You’ll help keep schedules on track, information organized, meetings and events running smoothly, and day-to-day priorities moving forward.

Working alongside engineering leaders and a diverse range of internal and external partners, you’ll bring structure, responsiveness and attention to detail to an environment where the work matters. Your contribution will help support the teams responsible for the engineering and technical expertise behind BC Ferries’ fleet.

The Role

Reporting directly to the Director, Fleet Engineering, you add value by key areas of oversight such as:

• Coordinating calendars, meetings, appointments and travel arrangements for the Director and assigned team members;
• Preparing, editing and distributing correspondence, reports, presentations and other documents;
• Managing incoming calls, emails and visitor inquiries with professionalism and a strong customer-service mindset;
• Organizing and maintaining electronic and physical records, filing systems and office resources;
• Coordinating meeting logistics, internal events and other team activities;
• Processing invoices, purchase orders and other administrative transactions;
• Supporting expense tracking, procurement activities and budget-related processes;
• Maintaining databases and completing accurate data entry while protecting confidential information;
• Coordinating with vendors and internal partners to support day-to-day office requirements;
• Ensuring administrative activities are completed in accordance with BC Ferries policies, procedures and applicable requirements; and
• Identifying opportunities to improve administrative processes and making thoughtful recommendations to enhance efficiency.

What you bring to the team

• A high school diploma or equivalent; a post-secondary certificate in Office Administration or a related field is an asset
• 1–3 years of experience in an administrative or office support role, preferably within a large or complex organization
• Proven experience as an administrative professional
• Strong organizational skills and the ability to manage multiple priorities and deadlines;
• Excellent written and verbal communication skills, with a professional and approachable style
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint and Outlook, and familiarity with document management systems
• Experience with scheduling, expense tracking, procurement or basic financial processes is an asset
• Sound judgment, discretion and the ability to handle confidential information appropriately
• A proactive approach to identifying issues, finding solutions and improving the way work gets done
• Confident, professional presence with an assertive, engaging interpersonal style
• Agile decision-making and judgement within a fact paced, dynamic environment, often working with tight deadlines
• Ability to manage and prioritize multiple projects simultaneously while demonstrating composure and confidence
• Superior communication skills, both written and verbal
• Well defined ability to work independently with accountability and discretion
• Strong ability to proactively address issues and resolve problems, making appropriate recommendations and proposing solution alternatives using sound judgement
• Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams, OneDrive) and SharePoint

What we offer

This is a regular full-time position with a target salary range of$49,400 - $61,800per annum.The starting salary isdeterminedbased on the successful candidate’s knowledge,experienceand internal equity.

Taking care of our employees is a top priority for us, and to do that, we offer benefits that help you stay healthy in all ways. Some of our great benefits include:

• Career development and learning opportunities
• Competitive compensation and comprehensive benefits
• Defined benefit Public Service Pension Plan
• Minimum four weeks’ vacation
• Hybrid work flexibility
• Wellness programs and employee discounts

\"We sail to serve and connect the people and the coast of BC\”

At BC Ferries, our people are at the heart of delivering safe and reliable service along1,600 kmof coastline. Every day, we connect communities and move tens of thousands of passengers and vehicles across our 25 routes through the dedication,expertiseand hard work of our teams. Guided by a shared commitment to safety, service,inclusionand local commitment, we offer meaningful work, opportunities for growth, and the chance to make a positive impact. Whether you work onboard our vessels, in our terminals or behind the scenes,you'llplayan important rolein connecting people, supporting communities, and keeping coastal BC moving.

We support employment equity and diversity in theworkplaceand encourage applications from all qualified individuals including women, visible minorities, Indigenous Peoples, persons with disabilities, persons of diverse sexual orientation, gender identity or expression (LGBTQ2S+) and others who reflect our ever-changing workplace.

We appreciate the interest of all applicants;however,only those selected for an interview will be contacted.