Senior Executive Administrative Assistant

Description

Classification: Grid 15 Schedule A, Excluded

Office Location: Fort St John

Salary: $62,198.84– $70,316.75 – Permanent Full-Time, based on a 35-hour work week.
An additional 10.75% Job Family Market Multiplier will be added to the posted salary.
An additional 3% Location Allowance will be added to posted salary for northern location.

About the Job:

Reporting to the Senior Executive Coordinator, the Senior Executive Administrative Assistant (SEAA) provides a broad range of multi-faceted administrative services to the Office of the Commissioner, other members of the Executive team and Senior Leadership.

Working in a fast-paced environment, the SEAA is expected to exercise exceptional judgement to organize a high volume of work that includes changing and conflicting priorities. Exhibiting a high degree of discretion and tact will ensure the success of this role as it deals with a variety of confidential and sensitive materials and communications.

Organization Chart:

Commissioner, Chief Executive Officer

Director, Executive Operations

Senior Executive Coordinator

Senior Executive Administrative Assistant

Responsibilities

Manage the flow of information by screening and prioritizing incoming demands.

Manage calendars and schedules through careful planning, coordination, and communication to maximize time management and ensure all deadlines are met.

Organize, prepare, and compile accurate briefing materials and ensuring security of confidential and restricted documents.

Prepare a variety of confidential correspondence, memos, detailed reports and/or presentation slides.

Proofread and/or edit various forms of draft correspondence according to the BCER’s correspondence standards and returning to the author for corrections and changes.

Develop, implement, and maintain administrative systems, procedures, and standards, including executive correspondence, templates, records management, and mail processing.

Anticipate daily needs, organizing, and proactively providing solution-based support.

Ensure accurate information is available for issues to be dealt with in an informed, productive, and timely manner.

Determine issues of priority and flags urgent situations; directing routine matters to other staff.

Coordinate and prioritize meetings with other industry, government, stakeholders, and other internal and external clients.

Track and follow up on issues or projects, ensuring they are addressed and resolved in an accurate and timely manner.

Co-ordinate travel arrangements (in/out of province) ensuring expense claims, business meeting expenses and travel authorizations comply with BCER policy.

Prepare business expense forms; travel vouchers and credit card reconciliations.

Maintain effective and current office systems such as ARCS/ORCS filing, bring forward system and other tracking systems.

Provide mail and courier services, including opening, sorting, and distributing incoming mail and deliveries as needed.

Greet clients and visitors as needed, ensuring all established security protocols for external clients are observed, including sign-in and visitor identification procedures as/when required.

Assist Corporate Property & Administration; Human Resources & Workplace; and Information & Digital Services as onsite contact as needed.

Act for the Senior Executive Coordinator as needed.

Other responsibilities and related duties as required.

Qualifications

Education:

Secondary school graduation and courses in a related field such as Business or Public Administration and a minimum of three years of relevant experience; or

An equivalent combination of education, training and experience may be considered.

Experience:

Demonstrated experience providing administrative support to senior executive in a confidential capacity.

Demonstrated organizational skills, including effective use of document tracking.

Demonstrated experience working with word processing, spreadsheets, and other standard computer applications.

Demonstrated experience working in a public sector work environment including the knowledge of the structure and authorities of various government organizations, is an asset.

Demonstrated experience utilizing administrative and organizational filing systems.

Demonstrated experience completing multiple time sensitive tasks and dealing with and managing conflicting priorities.

Demonstrated experience using keyboard and calculation skills to input documents and data with a high level of accuracy to meet deadlines.

Demonstrated experience in an office environment where exceptional customer service skills are the expectation.

Key Competencies:
Business Acumen

The ability to understand and assess the business implications of decisions, striving to enhance organizational performance by understanding and addressing business needs, issues, processes, and outcomes effectively.

Execution and Driving Results

The ability to align activities and resources to deliver on planned actions, meeting or surpassing high standards or excellence and achievement orientation. This includes keeping commitments, following through on objectives, and continuously striving for improvement.

Planning

The ability to define actions and identify resources needed to deliver on corporate goals. It marks the transition from critical thinking and decision making to driving results. Effective planning involves proactively establishing priorities, allocating resources, developing, and implementing complex plans, and continuously monitoring and adjusting work to meet organizational objectives.

Strategic Orientation

The ability to link long-term visions and concepts to daily work. An awareness of how external factors impact organizational strategies and choices. It involves analyzing the environment, organization, and use of technology to design effective strategies.

If you are interested in applying for this role and meet the minimum selection criteria, please select “Apply Now” and submit your application prior to the closing date. Applicants should review the education and experience listed in the job requisition and clearly articulate how their work experience and skills are aligned with the requirements. Please note, applicants will only be contacted if they are selected to proceed further in the process. An eligibility list with a duration of 6 months may be established.