24-36 Executive Assistant

6 months ago


Vancouver, Canada Technical Safety BC Full time

**The Opportunity**

**Status: Regular Full-Time, Excluded**
**Number of Positions: 1**
**Pay Grade: 14 ($62,100 - $84,100 annual base salary*)**

**Location: Vancouver, BC**

**Reports to: Vice President, Regulatory Leadership & Corporate Secretary and Vice President, Data Analytics & Decision Science**

**As an Executive Assistant, you will**:

- Manage administrative functions of the Vice President, Regulatory Leadership & Corporate Secretary, and Vice President, Data Analytics & Decision Science. This includes drafting correspondence, agendas, reports, and presentation slides and to support effective and timely communication. Additionally, manage electronic calendars, assist in budget development and monitoring, process expenses, and handle invoices as needed for both departments.
- Provide the Leader, Corporate Governance and Assistant Corporate Secretary with administrative support in Board operations including, event planning, meeting room bookings and set-up/clean-up, catering, and processing Board Expense statements and other administrative support as required.
- Collaborate with other Executive Assistants to provide support for the Executive Team.
- Coordinate departmental meetings and events, handling logistics such as room bookings, catering, and travel arrangements. As the Executive Assistant, you'll schedule, attend, and record meeting minutes, as well as organize support materials and packages. You'll also manage travel arrangements, distribute meeting notes, and ensure follow-up on action items.
- Establish and maintain departmental business processes and filing system to ensure that records are appropriately available and accessible for future use. This includes monitoring of employee performance plans, preparation of departmental and individual files and records, off-site archives and logs in accordance with recognized records management standards and practices.
- Manage office supplies and infrastructure by fulfilling requests for equipment, furniture, computers, telephones, and supplies. Also, handle subscriptions and membership renewals for department staff as needed.
- Ensure smooth workflow by overseeing bring forward systems, tracking and scheduling systems, assignment logs, mail review and distribution, and handling receipt and delivery of courier packages.

**Knowledge, Skills & Experience you have**:

- Experience as an Executive Assistant or equivalent.
- Must be highly motivated self-starter with an ability to take ownership and accountability.
- Experience managing confidential and sensitive issues with tact, diplomacy and good judgement.
- Excellent organizational skills with a high attention to detail.
- Excellent oral and written communication skills. Editing and writing experience are an asset.
- Excellent critical thinking and analytical skills. Critical thinking skills required to identify and improve business process to create efficiencies.
- Ability to organize and manage concurrent projects.
- Ability to work under both limited supervision in a multi-tasking environment.
- Ability to work as an effective team player and works well with others, under pressure while prioritizing projects.
- Excellent interpersonal skills.
- Advanced knowledge of the Microsoft Office Suite, Microsoft 365 primarily Outlook, Word, Excel, PowerPoint and OneDrive.
- Post-secondary degree in a relevant field supplemented by 3-5 years’ of experience in progressively more responsible administrative positions, or equivalent combination of education and experience.
- Legal assistance experience is considered an asset.
- Experience in supporting Board operations is considered an asset.

**Beyond the role**:

- **Compensation & Benefits** - In full transparency, you can find our industry-competitive compensation information on our postings. This position is also eligible for a variable incentive plan. We have outstanding benefits that include extended health, dental and disability coverage, access to an employee and family assistance program (EFAP), competitive annual paid vacation entitlements, public service defined benefit pension plan, generous top-up allowance for new parents, and time-off for caregiving, moving, and adoption leave. We recently upgraded our mental health benefits to $1500 separate from our non-mental health paramedical services too.
- **Learning & Development** - We value giving and receiving feedback, as well as encouraging different ways for us to continuously learn as a company. This can be through lessons learned, wrap up sessions, one-on-one meetings, and team or individual courses, workshops, and conferences. In addition, we offer up to $1500 tuition aid per calendar year to support your education and learning goals.
- **Community & Wellness** - We recognize and respect each other’s diverse needs. We strive to maintain a healthy culture of psychological safety, belonging, and space to prioritize healthy minds and well-being. This includes Wellness Wednesday (meeting f



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