Exec Admin Executive Administrative Assistant

Salary Range: $61,000 to $70,000 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 will be required. We are seeking an Executive Administrative Assistant to join our team in the Office of the Municipal Pension Board of Trustees 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 Executive Administrative Assistant (EAA) to provide essential support to our Executive Director and board office 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 contribute effectively to the workflow and communication within the team supporting the board will be key to your success. We're looking for a forward‑thinking individual with excellent organizational skills who works with professionalism, 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. Responsibilities Scheduling & Coordination Manage the Executive Director’s calendar, schedule meetings, prioritize tasks and adjust as needed. Coordinate meetings and events, including logistics such as facilities and catering. Arrange travel and accommodations, prepare expense reports and ensure proper documentation. Communication & Documentation Screen incoming calls, correspondence and visitors to determine urgency and priority. Greet visitors, answer calls and relay messages professionally. Draft, proofread and prepare routine and complex correspondence for the Executive Director; respond to inquiries independently when appropriate. Maintain and update standard correspondence templates. Prepare and distribute confidential meeting materials including agendas, minutes, presentations and background documents. Brief the Executive Director on meeting topics, issues and relevant information. Research, compile and present information for reports, correspondence and other documents. Create and format a variety of documents such as briefing notes, summaries, spreadsheets, graphs, tables and presentations. Records & Administrative Support Maintain an organized bring‑forward system to ensure timely completion of tasks and materials. Manage electronic and paper filing systems for confidential records and correspondence. Provide administrative support to the CPPLC Board of Directors as required. Perform other related administrative tasks as assigned. Qualifications Must have Office Administration Diploma (or an equivalent combination of education, training and experience). Five years of recent progressively more responsible administrative experience, including: Managing calendars using Microsoft Outlook Providing administrative support to senior or executive leaders Creating, proofing and editing documents on behalf of management Searching, locating, tabulating and presenting information for management Creating meeting agendas and drafting formal meeting minutes M365 (Outlook, Teams, Word, Excel, PowerPoint, Co‑pilot) Knowledge, Skills and Abilities Self‑motivated, enthusiastic, positive, flexible, detail‑oriented and organized. Excellent verbal and written communication skills. Proficiency in word processing, spreadsheet, PowerPoint, Microsoft Project applications. Excellent organizational and multi‑tasking skills. Demonstrated ability to work effectively and efficiently under time pressures. Ability to maintain a positive and professional manner at all times. Exercises sound judgment, confidentiality and discretion. Application Requirements Cover letter: Please do not submit a cover letter; it will not be reviewed. Resume: A resume is required as part of your application. Ensure your resume includes your education, the start and end dates (month and year) of your employment and any relevant information that relates to the job requirements. Questionnaire: As part of the application process you will be prompted to complete an online questionnaire to demonstrate how you meet the job requirements. Responses will be used to shortlist applicants against the job requirements. Please allow approximately 10 minutes to complete this questionnaire. Applications will be accepted until 11:59 pm PST on the closing date. Late applications will not be considered. Diversity & Inclusion BC Pension Corporation is an equal opportunity employer committed to establishing an inclusive, equitable and accessible environment for qualified applicants. All applicants will receive consideration for employment without regard to race, national origin, age, religion, disability, sexual orientation, gender identity or expression, marital status or any other basis protected by applicable law. We are committed to ensuring that reasonable accommodations are made available to persons with disabilities during the recruitment, assessment and selection processes and will provide reasonable accommodations upon request. If you require assistance or accommodation due to a disability please email us at ________. Thank you for your interest in working with us. We will let you know about your status in this competition as soon as possible. If you have questions about this opportunity, please email us at ________. Key Skills Time Management, Microsoft Office, Organizational skills, Microsoft Outlook, Microsoft Word, QuickBooks, Office Experience, Personal Assistant Experience, Microsoft PowerPoint, Microsoft Excel, Administrative Experience, Microsoft Outlook Calendar #J-18808-Ljbffr