Executive Support Specialist

7 days ago

Victoria, British Columbia, Canada British Columbia Investment Management Corporation Full time

Company Overview

The British Columbia Investment Management Corporation (BCI) is a leading investment management organization in Canada, responsible for managing the financial assets of various government and institutional clients. As an Executive Support Specialist, you will play a critical role in supporting the Senior Vice President, Finance & CFO, and the Finance leadership team to ensure the efficient administration of the Finance department.

About the Role

We are seeking an experienced administrative professional to provide high-level support to the SVP, Finance & CFO and the Finance leadership team. This 24-month fixed-term position offers all benefits available to permanent employees and provides an opportunity to develop your career working directly with an executive at one of Canada's Top 100 Employers.

Duties and Responsibilities

  • Provide day-to-day administrative support to the SVP, Finance & CFO and Finance leadership team, including calendar management, meeting preparation, and travel arrangements;
  • Organize and prepare documents for review and approval by the SVP, Finance & CFO, providing concise summaries as necessary;
  • Coordinate deliverables on behalf of the SVP, Finance & CFO for Board and Board-related committees, including annual requirements, meeting agendas, and minutes;
  • Proofread meeting deliverables for the SVP, Finance & CFO for Board, Board-related committees, and executive meetings;
  • Coordinate the onboarding, extensions, and offboarding of contractors and agency workers, preparing documents for approval and tracking open contracts;
  • Ensure successful employee onboarding/offboarding by drafting staff announcements, coordinating desk assignments, setting up technology resources, and organizing floor plans and space planning;
  • Oversee the coordination of team meetings and events, distributing agendas, inviting guests, coordinating facility bookings, and organizing technology requirements;
  • Support Corporate/Finance projects and department working groups as required;
  • Respond to requests to add/change/delist projects within Workday Adaptive, troubleshoot issues, and represent the department at Resource Planning meetings;
  • Act as back-up to the Business Continuity Plan Lead within Finance, attending and participating in required meetings, maintaining department contact lists, and ensuring technology resources are in place.

Requirements

  • Post-secondary education in Business Administration or equivalent area of study;
  • Three to five years progressively responsible administrative support experience in a corporate environment, with direct executive support experience preferred;
  • Strong organizational, analytical, and problem-solving skills with high attention to detail;
  • Ability to multitask, react to changing priorities, and meet deadlines;
  • A professional and discrete manner while applying good judgment under pressurized situations;
  • Good common-sense approach, being responsible, reliable, proactive, and results-oriented;
  • Proficiency in Microsoft 365, Adobe Acrobat, Workday, Smartsheet, and other common office software applications;
  • Excellent verbal and written communication skills;
  • Ability to collaborate and promote good relationships with external contacts and BCI staff.

Benefits and Compensation

This role offers a competitive total rewards package, including:

  • An annualized base salary range of $76,000 - $85,000 CAD;
  • Comprehensive health and dental benefits;
  • A defined benefit pension plan;
  • Paid time off;
  • Annual wellness allowance;
  • Ongoing learning through mentoring programs, professional dues support, and online learning opportunities;
  • Relocation support if required.

What We Offer

At BCI, we value diversity, foster an inclusive culture, and believe in the importance of integrity, performance, and client focus. Our employees enjoy a collaborative work environment, flexible work arrangements, and access to ongoing learning opportunities.

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