EXEC ADMIN - Executive Administrative Assistant

Government of British Columbia; Victoria; On-site; CAD 61,000 - 71,000; Full time

Job summary

A provincial government organization in Victoria is seeking an Executive Administrative Assistant (EAA) to support its Executive Director and board office team. The role demands a proactive and organized professional, with excellent communication and organizational skills, and at least 5 years of administrative experience. This position is key to managing scheduling, communication, and documentation within the team. Apply before the closing date to join a diverse and inclusive workforce.

Qualifications

• Five years of recent progressively more responsible administrative experience.
• Experience managing calendars using Microsoft Outlook.
• Experience providing administrative support to senior or executive leaders.

Responsibilities

• Manage the Executive Director’s calendar and schedule meetings.
• Screen incoming calls, correspondence, and visitors.
• Draft, proofread, and prepare correspondence for the Executive Director.

Skills

Self-motivated

Excellent verbal and written communication skills

Proficiency in Microsoft Office Suite

Excellent organizational skills

Education

Office Administration Diploma

Tools

Microsoft Outlook

Microsoft Teams

Microsoft Excel

Microsoft PowerPoint

Job description

Job Description

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. Testing will be required.

We are seeking an Executive Administrative Assistant to join our team in the Office of the Municipal Pension Board of Trustees 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 Executive Administrative Assistant (EAA) to provide essential support to our Executive Director and board office 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 contribute effectively to the workflow and communication within the team supporting the board will be key to your success.

We're looking for a forward-thinking individual with excellent organizational skills who works with professionalism, 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.

Responsibilities

Scheduling & Coordination

• Manage the Executive Director’s calendar, schedule meetings, prioritize tasks, and adjust as needed.
• Coordinate meetings and events, including logistics such as facilities and catering.
• Arrange travel and accommodations, prepare expense reports and ensure proper documentation.

Communication & Documentation

• Screen incoming calls, correspondence, and visitors to determine urgency and priority.
• Greet visitors, answer calls, and relay messages professionally.
• Draft, proofread, and prepare routine and complex correspondence for the Executive Director; respond to inquiries independently when appropriate.
• Maintain and update standard correspondence templates.
• Prepare and distribute confidential meeting materials, including agendas, minutes, presentations, and background documents.
• Brief the Executive Director on meeting topics, issues, and relevant information.
• Research, compile, and present information for reports, correspondence, and other documents.
• Create and format a variety of documents such as briefing notes, summaries, spreadsheets, graphs, tables, and presentations.

Records & Administrative Support

• Maintain an organized bring-forward system to ensure timely completion of tasks and materials.
• Manage electronic and paper filing systems for confidential records and correspondence.
• Provide administrative support to the CPPLC Board of Directors as required.
• Perform other related administrative tasks as assigned.

Qualifications

Must have

• Office Administration Diploma. An equivalent combination of education, training and experience may be considered.
• Five years of recent progressively more responsible administrative experience that includes experience with:
• Managing calendars using Microsoft Outlook
• Providing administrative support to senior or executive leaders
• Creating, proofing, editing documents on behalf of management
• Searching, locating, tabulating and presenting information for management
• Creating meeting agendas and drafting formal meeting minutes
• M365 (Outlook, Teams, Word, Excel, Power Point, Co-pilot)

Knowledge, Skills and Abilities

• Self-motivated, enthusiastic, positive, flexible, detail-oriented and organized
• Excellent verbal and written communication skills
• Proficiency in word processing, spreadsheet, PowerPoint, Microsoft project applications
• Excellent organizational and multi-tasking skills are all essential in this challenging role
• Demonstrated ability to work effectively and efficiently under time pressures
• Ability to maintain a positive and 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.

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 [e-mail].

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 [e-mail].