BC Transit is a provincial crown corporation and coordinates the delivery of safe, reliable, cost-efficient and market-focused transit services in British Columbia outside of the Greater Vancouver region. Working in partnership with local governments and private companies, BC Transit provides direct services in fleet acquisition and management, contract administration, transit planning, marketing and financial services.

This position is based in Victoria which is located on the southern tip of Vancouver Island. Victoria (regional population 330,000) is the capital of British Columbia and a community of choice for many, due to our temperate climate, natural beauty and diverse economic opportunities. Victoria is an international resort destination with a transportation network that includes airport, helicopter and seaplane services, buses, ferry and cruise ships.

Job Description:

The Executive Assistant & Divisional Coordinator provides administrative and coordination assistance to one or more Executive, acts as a resource and member to a variety of committees, and provides occasional support to the Office of the President, other Senior Leadership Team members and department managers.

Responsibilities:

Provides administrative support to the Capital Program and Budget Committee, including administration related to monthly project reports, project approval letters, project amendments, monthly and quarterly reporting to senior management. Working within BC Transit Project Management Framework Guidelines, obtains sign-offs, electronically files and distributes documentation, prepares agendas and meeting minutes within tight deadlines.
Plans and coordinates all administrative activities in the Executive’s office, including calendars, meetings, travel arrangements and preparation of a variety of documents, materials, presentations and correspondence.
Provides support to Executive and committees by typing and distributing minutes, preparing agenda packages, arranging meeting dates/times/venues, contacting participants, and action items follow-up as needed.
Identifies priorities to foster appropriate use of Executive’s time, and adjusts schedules to meet pressing deadlines, avoid conflicts and address urgent issues. Also determines appropriate sequencing of travel arrangements to avoid unnecessary delays.
Receives, verifies and codes invoices received for payment in the Executive’s office as per expenditure account guidelines while maintaining comprehensive records on budget expenditures for the Executive’s cost centre. Also required to manage and reconcile  purchasing via a Corporate Purchasing Card.
Screens calls and visitors, responding to queries from all levels of BC Transit staff, Ministry staff, government agencies, external stakeholders, the general public, contractors and in some cases, the media. Determines nature of calls, coordinates exchange of factual information, and redirects calls as appropriate.
Compiles relevant materials for Executive in advance of meetings, appointments and other engagements, and ensures the necessary systems are in place for efficient document storage, retrieval, and compliance with Administrative/Operational Records Classification Systems.
Compiles and processes information, maintains records, and prepares a variety of administrative reports on a regular and ad hoc basis using a variety of Microsoft applications. Also provides administrative support to ad hoc projects as required.
Proactively creates and maintains effective workflow and communications to accomplish the work of the Division which includes the handling of a variety of projects and tasks simultaneously.
Continuously assesses administrative practices, policies and procedures, identifying opportunities for improvement and making related recommendations.
Liaises with the Executive Assistant to the President and CEO, discussing and receiving guidance regarding administrative policies and procedures, and assisting with implementation of new procedures. Also provides backup support to the Office of the President as needed.

Background:

The technical requirements for this job would typically be acquired through a diploma in office administration, and a minimum of five years related experience reporting to a senior executive or, an equivalent combination of education and experience.

Knowledge:

Knowledge of the concepts, practices and techniques of office administration
Knowledge of the relevant policies, procedures and legislation
Planning and coordination skills to organize calendars, schedules, meetings, appointments, committees, travel arrangements and compile all related materials
Strong communication, interpersonal and prioritization skills to liaise with all levels of BC Transit staff as well as a wide range of external contacts, stakeholders and partners, determining nature of calls and coordinating exchange of factual information
Problem-solving and decision-making skills to identify and coordinate changing priorities to avoid scheduling conflicts, and ensure that deadlines and urgent issues can be addressed
Research and analytical skills to gather and assess factual information
Demonstrating intuitive and proactive behavior in preparing the Executive for daily responsibilities and keeping the Executive aware of important information and situations
Proficiency in all typical office software and applications
Knowledgeable in records management and the application of ARCS and ORCS.
Must be discrete, tactful, diplomatic and possess the ability to proactively problem-solve and provide service excellence to all internal and external customers

Performance Competencies:

The following competencies are integral to the position:

Client/customer awareness, integrity, listening skills, organizing/planning abilities, personal work ethic, attention to detail, flexibility/adaptability, initiative, innovation/creativity, project solving, tolerance of stress, adhering to deadlines, and collaboration/working well as a team member and independently.

Additional Information:

Testing and assessments may be included as part of the recruitment process.
This position requires the completion of a clear Criminal Record Check and/or Vulnerable Sector Search

BC Transit Offers:

Extensive group benefits (medical, extended health, life insurance) and pension program once eligible
Fitness centre, health and wellness programs, and an employee and family assistance counseling program