Exec Admin

Posting Title - EXEC ADMIN - Administrative Assistant - Position Classification - Executive Administrative Asst - Union - N/A - Work Options - Hybrid - Location - Victoria, BC V9B 6X2 CA (Primary) - Salary Range - $61,966.26 to $70,087.08 annually - Close Date - 5/23/2025 - Job Type - Regular Full Time - Temporary End Date - Ministry/Organization - BC Public Service -> BC Pension Corp - Ministry Branch / Division - Executive Office - Job Summary **Administrative Assistant - Executive Office Job Posting** Reports to: Manager, Executive Operations Salary Range: $61,966.26 to $70,087.08 per annum Union/Excluded: Excluded Security Screening: Required **Job Type**: Regular full time Additional Info: An eligibility list to fill future vacancies may be established. Testing may be required. We are seeking an **Administrative Assistant - Executive Office** to join our team in** VICTORIA, British Columbia, Canada.** Are you a proactive and organized professional who wants to make a significant impact? We’re looking for an exceptional Administrative Assistant (AA) to provide essential support to our Chief Executive Officer and executive team. In this critical role, you'll handle complex, sensitive, and urgent matters with efficiency and discretion. Your ability to prioritize, adapt to shifting demands, and effectively manage the calendars and workflow of multiple executives will be key to your success. As the first point of contact for the CEO and executive office, you will represent the corporation with professionalism. You will build strong, trusted relationships with the CEO, executive team, and administrative staff. We're looking for a forward-thinking individual with excellent organizational skills who works with discretion and tact. If you are flexible, resourceful and adaptable in a fast-paced environment, you’ll thrive in this position where no two days are the same. **Hybrid Work Model** This position is located in our Victoria, BC office. You will have the flexibility to work part of the time on-campus and part of the time off-campus. The requirement for on-campus presence is a minimum of 40% of your schedule in a month. Additional requirements are determined by the role functions and operational needs of each business area. **Responsibilities** **Executive Support** - Manages executive schedules by ensuring smooth, logical flow of work and events; sets up appointments and meetings; determines priorities and urgent situations and makes changes and adjustments as required. - Handles routine correspondence; reroutes materials and inquiries as appropriate; responds to routine correspondence; ensures items presented by others for executive signature are timely, complete and accurate. - Coordinates the flow of information by ensuring the executive team is aware of priority and/or sensitive items and has sufficient background materials to assist in work. - Maintains an efficient bring-forward system to ensure replies are made in a timely manner and replies to enquiries on their own initiative for the executive's signature. - Maintains the executive office's filing system; manages the effective electronic filing of corporate correspondence and documents and ensures that all relevant materials, including confidential reports, correspondence and other materials, are filed and retrieved as required. **Office Administration** - Handles office administration functions such as travel arrangements, budgets and expense claims. - Organizes meetings and events with a variety of participants and coordinates the logistics, including facilities and catering; provides support including attendance tracking, minutes and follow-up as required. - Receives visitors, answers telephone, responds to requests for information based on a good knowledge of division/corporate policies, programs and operations or refers to appropriate personnel, and takes messages as required. - Supports the manager as needed with maintenance of executive office furniture, systems, equipment, and supplies. - Performs other related administrative duties as needed. Specific responsibilities will vary depending on which members of the executive team the AA supports. - Provides coverage for the other AA when required. **Qualifications** **Must have** Office Administration Diploma or equivalent. Five years of recent progressive administrative experience that includes: - Managing calendars using Microsoft Outlook. - Providing administrative support to senior or executive leaders. - Creating, proofing, editing documents on behalf of management. - Creating meeting agendas and drafting formal meeting minutes. - Preparing and managing forecasts and budgets. - Using Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint, Co-pilot) - An equivalent combination of education, training and relevant experience may be considered. **Knowledge, Skills and Abilities** - Self-motivated and enthusiastic, demonstrates initiative, flexibility and a positive at