Executive Administrative Assistant, CEO & President’s Office

May 21 2019
Industries Tourism, Passengers transportation
Categories Administrative, Clerical, Executive Assistant
Vancouver, BC

Position:             Executive Administrative Assistant, CEO & President's Office

Salary:                $50,591.33 to $57,244.88 annually ($1,939.16 to $2,194.19 bi-weekly)

Classification:     Executive Administrative Assistant

Status:                Permanent, Full-time

Location:            Vancouver, British Columbia

Closing Date:     June 4, 2019

Competition #:  DBC 2019-13

Position #:          00121747

If you are interested and you meet the selection criteria please respond to **********@*************.ca

 with your cover letter and CV prior to 4pm, June 4, 2019. 

             An eligibility list may be established to resource similar positions.

You must be a permanent resident of Canada to apply for permanent positions with Destination BC.

The initial salary for this position will typically start at the beginning of the listed salary range with the opportunity to advance up the pay grid in annual increments.

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British Columbia is the kingdom of abundance. Where glaciated mountains stand over an unruly Pacific. Rainforests wrap cities. Nature shapes culture. The wild breathing life back into the wild within.

Through inspirational storytelling and an industry-leading digital marketing strategy, Destination British Columbia engages global explorers, connecting them to a place still wild.

At Destination British Columbia we are a team of collaborative, insight-driven, results-focussed marketers. We are recognized globally for our strong, authentic brand, award-winning creative and leading-edge strategy. We work hard, support each other unreservedly, and consider it a privilege to educate travellers about the spectacular province we call home

Destination BC is an inclusive workplace founded on the highest degree of collaboration and innovation. Destination BC believes that diversity is strength and welcomes applications from all qualified job seekers. If you are an applicant with a disability, we are committed to ensuring workplace accommodations are in place to enable you to do your best work. For enquires regarding accommodation requirements please contact **********@*************.ca

PURPOSE OF THE POSITION

The Executive Administrative Assistant (EAA) provides the full range of administrative support to the Board of Directors and CEO's Office.  This position handles both confidential and routine matters, maintaining communications channels with key stakeholders, government partners and staff in Destination BC. 

This position works in a demanding executive environment with limited direction.  The EAA must make decisions independently and requires superior administrative and organizational abilities to handle a high volume of competing tasks to meet deadlines.  The role requires efficient handling of a variety of sensitive and confidential material, policy and operations issues.  The EAA works with the Board of Directors and CEO's Office to coordinate a wide variety of issues, projects and assignments.  The EAA works closely with the Board of Directors and the CEO offices to ensure the efficient and effective flow of information.

The Executive Administrative Assistant also arranges complex meetings, travel itineraries both nationally and internationally, and travel expenses.  This position develops and maintains a series of administrative systems to ensure the efficient and effective management of corporate records including, financial processing and tracking, and the Board's records management system

SPECIFIC ACCOUNTABILITIES/RESPONSIBILITIES

  • Manages the Board Chair's calendar by determining priorities and urgent situations, scheduling meetings or time, and making changes and adjustments as required.
  • Screens incoming phone calls and visitors to determine the nature and priority of the inquiry or request.
  • Prepares materials for meetings, such as agendas, PowerPoint presentations and background/briefing materials; as well as takes and transcribes minutes.
  • Arranges meetings and events with a variety of participants and coordinates the logistics, including facilities and catering.
  • Develops, implements, and maintains administrative systems, procedures and standards, including executive correspondence, templates, records management, and mail processing.
  • Makes travel arrangements and completes all related travel authorizations and expense reimbursements on behalf of the CEO, Board Chair and Board of Directors.
  • Types, formats and proofreads a variety of documents and materials such as memos, presentation materials, graphs, tables, reports, briefing notes, spreadsheets, and Cabinet Submissions from drafts or hand-written notes using desktop tools such as Word, Excel, PowerPoint and Outlook.
  • Composes or prepares routine and non-routine correspondence, based on information or notes provided, for the approval and signature by the CEO and Board Chair.
  • Proofreads and/or edits various forms of draft correspondence according to the Ministry's correspondence standards and returns to the author for corrections and changes.
  • Develops and maintains a tracking system to ensure correspondence, reports, etc., are completed within critical timelines.
  • Identifies emerging issues, determines their urgency/priority, gathers and compiles background information, and briefs the CEO for timely and appropriate decisions and/or action.
  • Monitors the operational budget for the CEO's office as well as the Board of Directors and provides forecasts. 
  • Applies delegated expense authority for administrative expenses.

SELECTION CRITERIA

  • Grade 12 plus a certificate in office administration or equivalent.

  • Proven 3 years' experience in an administrative role, including one year's experience in a senior management or executive office setting working in a confidential capacity.

  • Experience maintaining records, filing and correspondence tracking systems, accounts processing, preparing meeting agendas, taking and transcribing minutes and drafting correspondence

  • Knowledge of structure and program deliverables of the Ministry.

  • Successful completion of security screening requirements of the BC Public Service, which will include a criminal record check.

    COMPETENCIES

  • Concern for Order reflects an underlying drive to reduce uncertainty in the surrounding environment. It is expressed as monitoring and checking work or information, insisting on clarity of roles and functions, etc.

  • Organizational Awareness is the acumen to appreciate and the ability to use the power relationships in either one's own, or other, organization(s). This includes the ability to identify the real decision-makers and the individuals who can influence them; and to predict how new events or situations will affect individuals and groups within the organization.

  • Planning, Organizing and Coordinating involves proactively planning, establishing priorities and allocating resources. It is expressed by developing and implementing increasingly complex plans. It also involves monitoring and adjusting work to accomplish goals and deliver to the organization's mandate

  • involves exceptional formal and informal communication skills, both verbal and written, to elicit and share information among project team members at all levels of seniority. A high level of discretion is required to know what information is confidential, how and when information can be shared, and communicating in an appropriate manner with all stakeholders.
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