Executive Administrative Assistant (SLS)

Transportation Investment Corporation; Surrey; On-site; CAD 54,000 - 74,000; Full time

Benefits offered by this job

Five weeks vacation

Health Spending Account

BC Public Sector Pension Plan

Maternity/Parental top-up

Travel insurance

Transit subsidy

Job summary

Transportation Investment Corporation (TI Corp) is seeking an experienced executive administrative professional in Surrey, BC. The role provides confidential support to senior management and requires independent handling of complex calendars, travel arrangements and document preparation.

You will develop and maintain administrative systems, support budgeting activities, and collaborate with the admin team across TI Corp.

Qualifications

• Confidential administrative support experience.
• Strong organizational skills and attention to detail.
• Ability to handle multiple priorities and deadlines.

Responsibilities

• Manage executives' calendars, meetings and travel.
• Prepare and edit documents and correspondence.
• Coordinate meetings, take minutes and track action items.
• Support financial activities including vendor quotes and reimbursements.
• Backfill other administrative tasks as needed.

Skills

Confidentiality

Time management

Organization

Communication

Education

Grade 12

Office administration certificate

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

The salary range for this position is$54,000 to $74,000. 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 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!

Overview:

The position is responsible for providing confidential executive administrative and secretarial services to senior management, using a high degree of independence.

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 annually.
• 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.
• Top-up allowance for maternity and parental leave.
• Free travel insurance for full-time employees.
• Transit subsidy program.

Key Accountabilities:

• Manages calendars by determining priorities and urgent situations, scheduling meetings or time, and making changes and adjustments as required.
• Ensures a proactive approach to time management for your schedule as well as the executives’ schedules.
• Identifies emerging issues, determine their urgency/priority, and gather and compile background information for timely and appropriate decisions and/or action and when to appropriately escalat issues to the Manager of Executive Operations
• Makes travel arrangements and completes all related travel authorizations and expense reimbursements.
• Arranges meetings and events with a variety of participants and coordinate the logistics, including the acquisition and preparation of required materials, taking minutes, and tracking action items.
• Develops and maintains positive and collaborative relationships with key counterparts in the support of the executives’ commitments.
• Composes, types, formats, proofreads, and edits a variety of documents and materials using desktop tools such as Word, Excel, PowerPoint, and Outlook.
• Develops, implements, and maintains administrative systems, procedures and standards for executive correspondence, records management, and mail processing.
• Participates as part of the admin team across TI Corp, occasionally backfilling or supporting other project areas and corporate needs.
• Screens incoming correspondence, forward to appropriate staff member for their attention and/or response and maintains a tracking system to ensure correspondence is completed within critical timelines.
• Screens incoming phone calls and visitors to determine the nature and priority of the inquiry or request.
• Supports executives and/or project teams with financial activities including but not limited to: requesting quotes from vendors and suppliers, purchasing, and expense reconciliation.
• Assists with general office duties such as maintaining supplies and coordinating couriers, mail, and deliveries.
• Other duties as assigned by supervisor.

Qualifications:

• Grade 12, plus a certificate in office administration, and several years of experience providing administrative services in a confidential capacity or, an equivalent combination of education and experience.
• Ability to take on supervisory responsibilities and effectively lead administrative project employees if operationally required.
• Knowledge of standard office policies, procedures and processes.
• Excellent organizational skills.
• Excellent attention to detail.
• Ability to work well under pressure to meet deadlines.
• Microsoft Office Product experience – Word, Excel, PowerPoint, Outlook
• Successful completion of security screening will be required as a condition of employment with TI Corp.

Additional Requirement:

• 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.

Note:

• 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].