Administrative Assistant, Regulation of Firms

Engineers & Geoscientists British Columbia; Burnaby; Hybrid; CAD 53,000 - 60,000; Full time

Job summary

An established industry player is seeking a detail-oriented Administrative Assistant to support the Regulation of Firms team. This role involves managing administrative tasks, maintaining records, and providing customer service to ensure smooth operations within the department. The successful candidate will contribute to public safety and support various programs while enjoying a competitive salary and comprehensive benefits. Join a forward-thinking organization committed to inclusivity and innovation, where your contributions will make a significant impact in the field of engineering and geoscience regulation.

Benefits

Comprehensive benefits package

Inclusive culture

Hybrid work environment

Qualifications

• 2-5 years of administrative experience in an office environment.
• Strong computer and word processing skills.

Responsibilities

• Maintain records in the internal database related to Regulation of Firms.
• Assist in organizing and scheduling training sessions.

Skills

Administrative experience

Communication skills

Microsoft Office

Organizational skills

Customer service

Education

Post-secondary diploma, certificate, or degree

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

Engineers and Geoscientists British Columbia is currently searching for an Administrative Assistant, Regulation of Firms to join our team in Burnaby!

The Administrative Assistant, Regulation of Firms, is responsible for the administrative functions of the Professional Practice, Standards, and Development department related to firms. This includes document preparation, customer support for firms, maintaining our internal database, and supporting advisory groups and committee meetings. The position also manages the annual renewal process for firms and conducts follow-ups as needed. The successful candidate will play a key role in enhancing our regulation of firms program.

Our organization—one of BC's Top Employers—offers a competitive salary, comprehensive benefits, an inclusive culture, and a hybrid work environment. Full details on our compensation and benefits are provided below.

What You Will Be Doing

1. Maintain records in our internal database related to Regulation of Firms.
2. Assist the Manager, Permit to Practice, with managing the Practice Review of firms program.
3. Assist the Manager, Compliance Programs, in organizing and scheduling training sessions.
4. Assist the Manager, Regulation of Firms Auditing, with audit administration and training workshops.
5. Support the Legal Counsel, Policy, Audit, and Practice Review, with drafting correspondence and administrative tasks.
6. Perform general office duties including formatting/drafting letters, printing correspondence, meeting support, and filing.
7. Under supervision of the manager, issue correspondence to registrant firms.
8. Administer the annual renewal process for registrant firms, including follow-ups with delinquent firms.
9. Provide administrative support and customer service via telephone and email to various programs within the PPSD department.
10. Support Permit to Practice approval and cancellation procedures.
11. Provide administrative support to working and advisory groups, including meeting scheduling, setup, minutes, material distribution, and SharePoint site maintenance.
12. Schedule and organize meetings, including catering and attendee communication.
13. Proctor compliance auditor training exams (ISO 9001).
14. Draft and maintain SOPs relevant to the role and train new staff on them.
15. Perform other duties as assigned by management.

What You Bring to the Table

1. 2-5 years of administrative experience in an office environment.
2. Post-secondary diploma, certificate, or degree.
3. Strong computer and word processing skills.
4. Ability to stay organized and manage competing priorities.
5. Excellent communication skills and team work ability.
6. Experience with Microsoft Office (Word, Excel, Outlook, PowerPoint).

What's in It for You

Join us in contributing to public safety in BC and advancing our vision of "modern regulation for a resilient world." We are committed to inclusivity, climate action, equity, diversity, inclusion, and reconciliation with Indigenous peoples. Our values include collaboration, excellence, integrity, and innovation.

This role offers a salary within the range of $53,500 to $59,500, based on experience, along with a comprehensive benefits package. Details are provided below.

Who We Are

Engineers and Geoscientists BC is proud to be recognized as one of BC's Top Employers.

We regulate and govern over 40,000 registrants under the authority of the Professional Governance Act, ensuring high standards in engineering and geoscience professions in BC.

We are a not-for-profit organization governed by a board of elected registrants, licensees, and government appointees, accountable to the public through the Ministry of Post-Secondary Education and Future Skills.

Learn more at https://www.egbc.ca.