Executive Admin Assistant

WorkSafeBC; Richmond; Hybrid; CAD 76,000 - 92,000; Full time

Benefits offered by this job

Defined benefit pension

4 weeks vacation

Benefits package

Optional leave arrangements

Tuition reimbursement

Job summary

WorkSafeBC is seeking an experienced Executive Administrative Assistant to deliver confidential executive support to the Head of Assessments and Finance in a fast-paced environment. The role is based primarily in our Richmond office with hybrid flexibility, leveraging Microsoft 365 and AI-enabled tools to enhance organization and communications.

You’ll manage complex calendars, coordinate meetings, travel, and critical deliverables, while partnering with administrative coordinators to drive

Qualifications

• Diploma or certificate in Business Administration or related discipline.
• 6+ years of progressive executive-level support experience.
• Advanced proficiency with Microsoft 365 apps (Outlook, Word, Excel, PowerPoint, Teams, SharePoint) and Copilot.
• Experience coordinating executive meetings, travel, and confidential information.
• Exceptional organizational, communication, and relationship management skills.

Responsibilities

• Manage complex calendars, meetings, events, travel, and competing priorities for the Head of Assessments and Finance.
• Coordinate meeting logistics, agendas, materials, virtual platforms, records of discussion, follow-ups.
• Prepare, proofread, and coordinate executive correspondence, reports, presentations, briefing materials, minutes, and confidential documents.
• Receive, prioritize, and manage correspondence, action items, commitments, and deliverables.
• Maintain records and information management practices with confidentiality and security.
• Liaise with internal and external stakeholders and represent the office professionally.
• Leverage Microsoft 365, Copilot, and other digital tools to enhance efficiency.
• Support divisional initiatives, leadership meetings, and continuous improvement across Assessments and Finance.
• Collaborate with Administrative Coordinators to promote consistency and best practices.
• Model professional behaviours: responsive, respectful, fair, collaborative, accountable, forward-thinking.

Skills

Calendar management

Executive support

Microsoft 365

Discretion and judgment

Relationship management

Communication

Education

Diploma or certificate in Business Administration/Office Administration

Tools

Outlook

Teams

Word

Excel

PowerPoint

SharePoint

Copilot

Job description

Overview

We are seeking an experienced Executive Administrative Assistant who excels at managing competing priorities and providing exceptional executive support within a dynamic and fast-paced environment. This is an exciting opportunity to contribute to the success of our Assessments and Finance division.

Reporting to the Head of Assessments and Finance (Chief Financial Officer), you'll provide complex, highly confidential, and professional executive support at the senior leadership level. As a trusted partner to the head of Assessments and Finance, you'll apply sound judgment, discretion, and initiative to support divisional priorities and ensure the smooth operation of the executive office.

This position requires an adaptable, and forward-thinking mindset, with the confidence to navigate a fast-paced environment with discretion and professionalism. You will embrace evolving ways of working, including the effective use of digital, Microsoft 365, and AI-enabled tools to enhance organization, communication, coordination, and administrative effectiveness.

The successful candidate will work closely with Administrative Coordinators and executive support staff to promote alignment, consistency, collaboration, and continuous improvement in leadership support practices throughout the division.

How you'll make a difference

You’ll help ensure B.C. workers go home safely at the end of their workday.

Working at WorkSafeBC

At WorkSafeBC, we offer a hybrid work model that combines working remotely, and in our offices, based on the operational needs of the position.

In this role, you will work primarily from our Richmond Office with some flexibility to work from your home in B.C.

What you'll do

• Manage complex calendars, meetings, events, travel, and competing priorities in support of the Head of Assessments and Finance and senior leadership.
• Coordinate meeting logistics, including agendas, materials, virtual platforms, records of discussion, follow-up activities, and related administrative support.
• Prepare, proofread, and coordinate executive correspondence, reports, presentations, briefing materials, minutes, and confidential documents.
• Receive, prioritize, and manage correspondence, action items, commitments, and key deliverables.
• Maintain effective records and information management practices while ensuring the confidentiality and security of sensitive information.
• Liaise with internal and external stakeholders and represent the office in a professional and responsive manner.
• Leverage Microsoft 365, Copilot, and other digital tools to enhance efficiency, communication, workflow coordination, and administrative effectiveness.
• Support divisional initiatives, leadership meetings, special projects, and continuous improvement efforts across Assessments and Finance
• Collaborate with Administrative Coordinators and executive support staff to promote consistency, collaboration, and best practices across the division.
• Consistently models the appropriate level of organizational behaviours expected of all WorkSafeBC employees: responsive, respectful, fair, collaborative, accountable, and forward thinking.

Is this a good fit for you?

• Exercise sound judgment, discretion, and professionalism when managing sensitive, confidential, and complex executive matters.
• Build strong, trusted relationships with leaders, colleagues, and stakeholders at all levels of the organization.
• Take an entrepreneurial and solutions-oriented approach by identifying opportunities and improving how work is organized, coordinated, and delivered.
• Operate as a self-starter, independently organizing work and advancing priorities with sound judgment and minimal direction.
• Adapt to changing priorities and embrace new tools, technologies, and ways of working, including AI-enabled solutions.
• Navigate a dynamic environment with multiple priorities, competing demands, and tight timelines.
• Communicate clearly and professionally, both verbally and in writing, while influencing and working effectively across teams.
• Understand executive priorities and apply sound business judgment to anticipate needs, identify opportunities, and support the achievement of divisional objectives.

Your background and experience

• A diploma or certificate in Business Administration, Office Administration, or a related discipline.
• A minimum of 6 years of progressively responsible experience providing executive-level administrative support to senior leaders in a large, complex organization.
• Advanced proficiency with Microsoft 365 applications, including Outlook, Microsoft Copilot, Teams, Word, Excel, PowerPoint, and SharePoint.
• Demonstrated experience coordinating executive meetings, events, travel, communications, and confidential information.
• Exceptional organizational, communication, and relationship management skills.

We'll consider equivalent combinations of education and experience.

Important to know

• Consent to a criminal record check.
• Confirm you're legally entitled to work in Canada.

Who we are

At WorkSafeBC, we promote safe and healthy workplaces across British Columbia. We partner with workers and employers to save lives and prevent injury, disease, and disability. When work-related injuries or diseases occur, we provide compensation and support injured workers in their recovery, rehabilitation, and safe return to work. We're honoured to serve the 2.49 million workers and 263,000 registered employers in our province.

What's it like to work at WorkSafeBC?

It's challenging, stimulating, and rewarding. Our positions offer diversity and opportunities for professional growth. Every day, the work we do impacts people and changes lives. What we do is important, and so are the people we do it for.

Our ability to make a difference relies on building a team with a rich variety of skills, knowledge, backgrounds, abilities, and experiences that reflect the diversity of the people we serve. We are committed to fostering a welcoming, inclusive, and supportive work culture where everyone can contribute as their best, authentic self.

Learn more: Discover who we are .

Our benefits

As a member of our team, you'll have access to services and benefits that help you get the most out of work - and life. Along with a competitive salary, your total compensation package includes:

• Defined benefit pension plan that provides you with a lifetime monthly pension when you retire.
• Four weeks of vacation in your first year, with regular increases based on years of service.
• Benefits package that includes customizable options for health care and dental benefits, additional days off, and a health care spending account.
• Optional leave arrangements.
• Development opportunities (tuition reimbursement, leadership development, and more).

Salary

$75,519.00 - $91,756.00/annually