Executive Administrative Assistant/Office Manager

Transportation Investment Corporation; Vancouver; On-site; CAD 66,000 - 91,000; Full time

Benefits offered by this job

Vacation policy

Hybrid work

Pension plan

Transit subsidy

Health benefits

Job summary

Transportation Investment Corporation (TI Corp) is seeking an Executive Administrative Assistant / Office Manager to support senior leaders in a fast-paced, major project environment in Vancouver. You will bring structure to complexity, manage calendars, coordinate meetings, travel, and confidential correspondence while building efficient processes.

You are a proactive, problem-solving professional with advanced Microsoft Office skills, dedicated to keeping the office organized, welcoming, and

Qualifications

• 5 years preferred of senior executive administrative support including calendar management in a confidential capacity.
• Demonstrated experience supporting senior leaders in a complex and fast-paced environment.
• Strong experience managing executive calendars, meetings, events, travel, and confidential correspondence.
• Experience coordinating office operations, facilities-related activities, onboarding, equipment, and vendor relationships.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to explain and teach appropriate policies, procedures, and practices

Responsibilities

• Manage executive calendars, prioritizing urgent matters and coordinating schedules.
• Screen phone calls and visitors, assessing and directing inquiries appropriately.
• Review and route incoming correspondence, tracking responses to meet deadlines.
• Identify emerging issues, assess priorities, and compile information for decision-making.
• Prepare, format, proofread, and edit a variety of documents and materials.
• Coordinate meetings and events, including logistics, minutes, and action item tracking.
• Develop and maintain administrative systems, procedures, and records management processes.
• Arrange travel, authorizations, and expense reimbursements.
• Support onboarding activities for new employees.
• Coordinate the procurement, maintenance, and inventory of office furniture, equipment, and supplies.
• Liaise with Facilities on office moves, space planning, building access, maintenance, and accommodations.
• Coordinate financial and purchasing activities in compliance with policies and procedures.
• Collaborate with the executive admin team, providing cross-functional support and backfill coverage as required.
• Maintain and update office In/Out Boards for operational and emergency readiness.
• Act as the onsite liaison for building management and contractors, coordinating facilities-related requests.

Skills

Calendar management

Executive support

Confidential correspondence

Vendor relationships

Microsoft Office

Facilities coordination

Onboarding

Tools

Outlook

Word

Excel

PowerPoint

Teams

Job description

We are seeking an experienced and highly capable Executive Administrative Assistant / Office Manager who thrives in a dynamic major project environment. You are a proactive professional who brings structure to complexity, keeps senior leaders organized, and ensures the office operates efficiently and seamlessly. You are confident taking ownership, identifying opportunities for improvement, and implementing effective administrative processes and systems.

This role is ideal for someone who enjoys being at the center of a busy operation, can confidently manage multiple priorities, and is energized by the opportunity to contribute fresh ideas and strong organizational expertise to a high-profile project team.

You bring extensive experience supporting senior executives through complex calendar management, meeting coordination, correspondence management, and changing priorities. A natural problem-solver, you anticipate needs, address challenges before they arise, and deliver solutions with confidence. With advanced Microsoft Office skills, you take pride in creating a welcoming, organized, and efficient workplace. You are known as the go-to person who keeps operations running smoothly and provides exceptional support to leaders, colleagues, and stakeholders alike.

Qualifications:

• 5 years preferred of senior executive administrative support including calendar management in a confidential capacity.
• Demonstrated experience supporting senior leaders in a complex and fast-paced environment.
• Strong experience managing executive calendars, meetings, events, travel, and confidential correspondence.
• Experience coordinating office operations, facilities-related activities, onboarding, equipment, and vendor relationships.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.
• Ability to explain and teach appropriate policies, procedures, and practices

Salary Range:

The salary range for this position is $66,000 to $91,000. The final offer will be determined based on the successful candidate’s skills, experience, and internal equity considerations. Please note that the offer may fall anywhere within the posted range and is not necessarily at the top end.

About us:

Transportation Investment Corporation (TI Corp) is a public crown corporation dedicated to delivering major infrastructure projects in British Columbia on behalf of the Ministry of Transportation and Infrastructure. With over $19.5 billion in major infrastructure developments, we are committed to upholding the highest standards of construction oversight.

Why Join Us:

At TI Corp, you’ll be part of a dynamic and innovative team driving transformative infrastructure projects that make a real difference in communities. We pride ourselves on fostering a collaborative and inclusive work culture where your ideas are valued. Enjoy competitive compensation and comprehensive benefits, along with opportunities for professional growth and development. Here, your contributions will not only shape your career but also the future of our infrastructure landscape. Join us and be a part of something impactful.

What We Offer:

• Vacation starts at five weeks and with an additional one day per year of service to a maximum of six weeks.
• TI Corp is dedicated to professionally growing staff and building internal capacity, through mentorship, active succession planning, learning and development financial assistance, and membership dues.
• Extended health and dental benefits plus a $1000 Health Spending Account annua
• We are part of the BC Public Sector Pension Plan – if you join us from other Public Service or Public Sector organizations who are part of this pension plan, your pension will continue seamlessly.
• Hybrid work arrangement with the ability to work from home one day a week following an orientation period.
• Top-up allowance for maternity and parental leave.
• Free travel insurance for full-time employees.
• Transit subsidy program.

Key Accountabilities:

• Manage executive calendars, prioritizing urgent matters and coordinating schedules.
• Screen phone calls and visitors, assessing and directing inquiries appropriately.
• Review and route incoming correspondence, tracking responses to meet deadlines.
• Identify emerging issues, assess priorities, and compile information for decision-making.
• Prepare, format, proofread, and edit a variety of documents and materials.
• Coordinate meetings and events, including logistics, materials, minutes, and action item tracking.
• Develop and maintain administrative systems, procedures, and records management processes.
• Arrange travel, authorizations, and expense reimbursements.
• Support onboarding activities for new employees.
• Coordinate the procurement, maintenance, and inventory of office furniture, equipment, and supplies.
• Liaise with Facilities on office moves, space planning, building access, maintenance, and accommodations.
• Coordinate financial and purchasing activities in compliance with policies and procedures.
• Collaborate with the executive admin team, providing cross-functional support and backfill coverage as required.
• Maintain and update office In/Out Boards for operational and emergency readiness.
• Act as the onsite liaison for building management and contractors, coordinating facilities-related requests.
• Perform other duties as assigned.

Additional Requirements:

• You must be legally authorized to work in Canada.
• An offer of employment is conditional upon the completion of an acceptable current criminal record check.

Notes:

Collection Notice: Your personal information is collected from LinkedIn by Transportation Investment Corporation (TI Corp) pursuant to 26(c), 26(e), and 27(1)(a)(i) of the Freedom of Information and Protection of Privacy Act for the purpose of TI Corp recruitment. This includes information you provide through LinkedIn, as well as information about you that is generated by LinkedIn, such as your connections to other TI Corp employees on LinkedIn, how well the skills you have identified on LinkedIn match our job requirements, and what other TI Corp jobs you have applied for on LinkedIn By proceeding, you are authorizing TI Corp to indirectly collect this information. If you have any questions about the collection of your personal information, please contact the Privacy Officer at [e-mail].