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Administrative Assistant, Client Partnerships

3 months ago

Victoria, Canada British Columbia Investment Management Corporation (BCI) Full time

CLOSING DATE: February 29, 2024

DEPARTMENT DESCRIPTION
- The Corporate & Investor Relations (CIR) department plays a crucial role in maintaining and enhancing BCI's relationships with its clients and stakeholders through world-class engagement. They are responsible for understanding the clients' needs and representing their interests within the organization, helping them develop investment strategies and policies, and communicating effectively with both internal and external audiences. Additionally, CIR manages BCI's media relations, government and industry partnerships, and is responsible for the company's brand and reputation management. Overall, the CIR department is vital for ensuring stakeholder satisfaction, client retention, and the organization's long-term success.

THE OPPORTUNITY
- The Administrative Assistant reports to the Executive Assistant (EA) to the Executive Vice President (EVP), Corporate & Investor Relations (CIR) and provides a variety of clerical, administrative, and support services to the Client Partnerships (CP) team. The Administrative Assistant must be able to function effectively with a demanding workload, the nature of which requires a high degree of accuracy and an eye for detail.
- The position serves as backup to the EA and provides backup/holiday coverage for the Client Relations Coordinator.

WHAT YOU BRING
- Must have:
- Minimum of three years’ experience providing administrative support in a corporate office environment-
- Service-oriented mindset, strong work ethic and extremely detailed oriented, with the ability to manage a high volume of priorities and deadlinesA good common-sense approach; responsible, reliable and results-orientedAbility to work collaboratively in a team environment as well as able to work efficiently independently-
- Excellent verbal and written communication skills-
- Diplomatic and tactful, with strong interpersonal skillsWHAT YOU GET TO DO
- Standard Administrative Support- Coordinates all travel arrangements for the CP team, including preparing spend authorizations/approval requests, booking flights and hotels, and completing expense claims-
- Reconciles own expenses and credit card purchases-
- Attends Administrative meetings for the department-
- Assists EA with the planning of on-site and off-site team building and holiday events-
- Updates and maintains administrative and onboarding procedures, and writes other procedure documents, as needed-
- Formatting documents, extracting pdf files, drafting agendas, etc.-
- Coordinates registration for the CP team for conferences, courses, and webinars including creating spend authorizations and purchasing with corporate credit card-
- Assists (as needed) with formatting of trustee bios for client meeting documents-
- Coordinates retirement gifts and cards for retiring trustees, as requested by relationship managers- Calendar Coordination- Assists Managers with scheduling meetings-
- Coordinating with external and internal stakeholders for calendar coordination for ad hoc meetings (this does not include active monitoring of calendars for everyday time management and conflicts)-
- Booking prep meetings (with clients, relationship managers and internal BCI Staff) ahead of client meetings-
- Schedules quarterly deliverable planning meetings-
- Scheduling co-op interviews- Event Logistics Support- Administrative support for the planning of events (client events, client education, and webcasts)-
- Sending outlook calendar invitationsInputting survey questions into SurveyMonkey and generating survey link-
- Assisting with purchasing speaker/presenter gifts (where appropriate), as requested by the event lead-
- Assisting with on-site logistics - coordinating and booking boardrooms, organizing catering (if applicable), registering guests, room set up, and other administrative tasks as they come upWHERE YOU WILL WORK
- Work from our downtown Victoria office.

SALARY RANGE
- BCI offers a competitive total rewards package which includes a performance-based incentive plan, comprehensive health & dental benefits, a defined benefit pension plan and paid time off.

The annualized base salary range for this Victoria-based role is CAD $56,000 to $65,000.

We pay our people competitively in the markets in which we compete for talent and with consideration to internal equity and job structure. We aim for actual pay to be around the median of the market for target or expected levels of performance, and around the upper quartile of the market for excellent performance.

Actual salaries may vary and may be above or below the range based on various factors, including, but not limited to, experience and expertise.
- WHY APPLY TO JOIN BCI
- With our values as our anchor, it’s our people that help shape employee-focused initiatives and who create the environment we work in each day - all of which further strengthens our culture. BCI has been recognized as one of- Canada’s Top 100 Employers
- for the fifth consecutive ye