Executive Administrative Assistant

7 months ago

Kamloops, Canada Transportation Investment Corporation Full time

**Overview**

TI Corp is looking for a part-time Executive Administrative Assistant on a 6-month term contract. The position is responsible for providing confidential executive administrative and secretarial services to senior management, using a high degree of independence.

**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 escalate 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.

**Additional Responsibilities**:
This position may have the following supervisory, remunerative component based on operational need:

- Onboards, trains, coaches, and mentors, other administrative employees on the project, building administrative capacity within the project team.
- Provides day-to-day functional oversight, guidance, and supervision to administrative project employees as required including development and evaluation of performance plans and approval of leave.
- Responsible for the coordination and provision of administrative support services across the project leadership team.

**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.

**Job Types**: Part-time, Fixed term contract

**Salary**: $51,000.00-$70,000.00 per year

Schedule:

- Day shift
- Monday to Friday

Ability to commute/relocate:

- Kamloops, BC V2C 2A2: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

Work Location: Hybrid remote in Kamloops, BC V2C 2A2

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