Executive Assistant and Divisional Coordinator, Information Technology

BC Transit Corporation; Victoria; Hybrid; CAD 80,000 - 108,000; Full time

Benefits offered by this job

Medical and dental benefits

PSPP pension plan

Fitness centers access

Employee Assistance Program

Learning & development program

Employee recognition program

Social club in Victoria

Job summary

BC Transit Corporation in Victoria seeks an Executive Assistant and Divisional Coordinator for Information Technology to provide high-level executive support to the Vice President and CIO while coordinating a large IT division.

The role requires meticulous organization, calendar management, budget tracking, and the ability to move quickly across priorities in a fast-paced environment. Hybrid work with three in-office days per week.

Qualifications

• At least five years of related Executive Assistant experience supporting and reporting to senior executives
• A diploma or degree in office or business administration, or an equivalent combination of education and experience
• Experience working in technology or supporting a technology team is preferred
• Advanced proficiency with Microsoft Word, Excel, Outlook, and PowerPoint

Responsibilities

• Managing the Vice President’s calendar, priorities, meetings, travel, materials, and follow-up so urgent issues and deadlines are addressed
• Drafting, reviewing, and coordinating reports, presentations, briefing notes, decision notes, executive correspondence, agendas, minutes, and action items
• Coordinating divisional and committee meetings, logistics, communications, records, and administrative activities across a large and varied technology team
• Planning and coordinating larger divisional events and engagement activities, bringing creativity to event plans, group activities, and experiences for large groups
• Managing financial administration, including budget tracking, forecasting support, invoices, purchasing, reimbursements, and accurate expenditure records

Skills

Executive support

Calendar management

Budget tracking

Communication

Education

Diploma or degree in office administration

Tools

Microsoft Office Suite

PowerPoint

Excel

Job description

Executive Assistant and Divisional Coordinator, Information Technology

We acknowledge with respect that BC Transit delivers our mission on the ancestral territories of Indigenous Peoples across British Columbia, and their historical relationships with the land continue to this day.

In Victoria, where our Corporate Office is located, our people are privileged to live and work on the unceded traditional territories of the Lək̓ʷəŋən peoples, and the Esquimalt and Songhees Nations.

Location: Victoria, BC

Employment Type: Full-Time Regular

Number of in-office/on-site days: 3 days per week

Annual Salary Range: Exempt Band 2 , MIN $80,000.00 - MED $93,800.00- MAX $107,600.00

Are we right for you...

Do you thrive in a fast-moving executive environment where priorities shift quickly, deadlines often overlap, and quality matters?

Are you someone who brings structure, accuracy, confidence, and “true blue” attention to detail while supporting senior leaders and a large, diverse division?

Are you excited by technology and curious about how it can improve the way people work, even if your entire career has not been in a technology environment?

If that sounds like you, this role may be a strong fit.

In this role you will be asked to...

Provide high-level executive and divisional coordination support to the Vice President, Information Technology and Chief Information Officer, while serving as a trusted resource to the broader Information Technology Division, its leaders, teams, and committees.

This role operates in a dynamic, deadline-driven environment, balancing executive support with the coordination needs of a large division of more than 100 employees. You will manage multiple priorities at once, from preparing executive materials and tracking divisional commitments to coordinating meetings, events, budgets, and administrative processes.

You’ll play a key role in:

• Managing the Vice President’s calendar, priorities, meetings, travel, materials, and follow-up so urgent issues and deadlines are addressed


• Drafting, reviewing, and coordinating reports, presentations, briefing notes, decision notes, executive correspondence, agendas, minutes, and action items


• Coordinating divisional and committee meetings, logistics, communications, records, and administrative activities across a large and varied technology team


• Planning and coordinating larger divisional events and engagement activities, bringing creativity to event plans, group activities, and experiences for large groups


• Managing financial administration, including budget tracking, forecasting support, invoices, purchasing, reimbursements, and accurate expenditure records

Hybrid Work Environment
This position operates within a hybrid work environment. Employees are required to work in the office a minimum of three (3) days per week. Additional in-office attendance may be required based on business needs, leadership expectations, and alignment with the Vice President's schedule to support collaboration, team engagement, and operational effectiveness.

In this role you will not be asked to...

Be a passive administrator waiting for direction. This role requires someone who anticipates needs, exercises sound judgement, takes ownership, and confidently improves workflows, documentation, and ways of working.

What you might love about this role...

• Direct Executive Partnership: You will work closely with the Vice President, Directors, and Managers, earning trust through discretion, judgement, follow-through, and consistently high-quality work.


• Ownership and Visible Responsibility: You will have meaningful responsibility for keeping executive and divisional priorities organized and moving. This is a role where you can take pride in owning important work from start to finish.


• Technology Curiosity Encouraged: You do not need to have spent your entire career in technology, but you should be excited by it, comfortable learning unfamiliar tools and concepts, and willing to get in there and figure things out.


• Creative Coordination: Event coordination is a significant part of the role. You will have opportunities to use your experience and creativity to plan engaging activities and well-organized events for a large division.


• Varied and Connected Work: You will support a division with diverse backgrounds, specialties, and experiences, giving you broad exposure to the people, priorities, and operations behind BC Transit’s technology services.

This role might not be for you if...

• A highly routine or narrowly defined role. Priorities can change quickly, and you will need to move confidently between executive support, financial administration, divisional coordination, and event planning.


• Reluctance to learn the business of technology. The environment includes different technologies, terminology, and technical teams, so curiosity and a willingness to learn are essential.


• Limited event coordination. Planning meetings and larger group events is a substantial responsibility and requires creativity, organization, attention to detail, and comfort supporting large groups.


• Waiting for complete direction before acting. Success requires initiative, judgement, confidence, and the ability to identify what needs attention while keeping leaders informed.

What you'll bring to the table...

• At least five years of related Executive Assistant experience supporting and reporting to a senior executive, ideally within or alongside a large division (50+)


• A diploma or degree in office or business administration, or an equivalent combination of education and experience


• Experience working in technology or supporting a technology team is preferred, along with genuine enthusiasm for learning new tools, systems, and concepts


• Strong executive judgement, discretion, tact, and diplomacy when handling confidential or sensitive matters including Board of Directors meeting material


• Exceptional organization, planning, editing, proofreading, written communication, and attention to detail


• Confidence managing competing priorities, changing schedules, complex meetings, travel, budgets, records, deadlines, and urgent issues


• Advanced proficiency with Microsoft Word, Excel, Outlook, and PowerPoint, plus the curiosity to learn and apply other digital tools


• Comprehensive medical and dental benefits to support you and your family, regardless of what life throws at you


• Membership in BC’s Public Service Pension Plan (PSPP). Nationally recognized for its strong investment and governance practices, PSPP is a “defined benefit” plan


• Access to fitness and lifestyle centers to help you take care of your physical fitness and health


• Various programs that support employees such as an Employee Assistance Program and health and wellness initiatives and events aimed at fostering your mental health


• A corporate learning and development program to help you in continuous career growth


• An employee recognition program where we all recognize each other's successes (not just your Leaders!)


• A social club that gives you access to events throughout Victoria

What next steps could look like...

• Interviews will take place the week of October 12th, 2026.


• There may be an assignment/presentation as part of the interview process.


• The position requires the completion of a Criminal Record Check or Vulnerable Sector Search.


• An eligibility list may be established for future full time regular and full time temporary vacancies


• If you have a disability that requires an accommodation during any stage of our recruitment process, please contact [e-mail] to let us know how we can assist you.


• BC Transit is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities. If the organization identifies this position as a reasonable accommodation for an existing employee, all candidates will be notified as soon as reasonably possible.

At BC Transit, we are dedicated to building a diverse, inclusive, and authentic workplace; if you’re excited about this role and you have a combination of education and experience that you feel would fulfill its requirements, we encourage you to apply. In keeping with this belief, we do not discriminate on any basis. Should you require any accommodation or have questions, please let us know.

BC Transit Corporation. All Rights Reserved.