EXEC ASST - Executive Admin Assistant - Jobs in Victoria, BC

Job Description

Posting TitleEXEC ASST - Executive Admin AssistantPosition ClassificationExecutive Administrative AsstUnionN/ALocationVictoria, BC V9B 6X2 CA (Primary)Salary Range$54,109.21 - $61,262.89Close Date11/30/2022Job TypeRegular Full TimeTemporary End DateMinistry/OrganizationBC Public Service -> Office of the Auditor GeneralMinistry Branch / DivisionCritical Audit Support ServicesJob SummaryExecutive Administrative AssistantClassification: Executive Administrative AssistantSalary Range: $54,109.21 to $61,262.89 annuallyJob Type: Regular Full-timeLocation: Victoria, B.C.An eligibility list may be established for future vacancies.Do you want to be part of a challenging and rewarding work communityThe Office of the Auditor General of B.C. is an independent office of the legislature that contributes to excellence in effective and accountable government. We offer opportunities for career growth, excellent benefits, a comprehensive salary, and flexible telework and remote workplace options.Our office promotes trust, cooperation, and teamwork in a diverse, inclusive, and respectful environment. We support each other, celebrate our successes, and encourage a healthy work-life balance for everyone. Our staff events are socially, physically, emotionally, and nutritionally focused – and fun!Our downtown Victoria location supports collaboration and includes a gym, indoor bike storage, and decks with views of the beautiful Inner Harbour.About the RoleReporting to the Manager, Administration, this role provides secretarial and administrative support services to members of executive.AccountabilitiesRequired:

• Manages calendars 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 material; and briefs on meeting topics, issues, and background.
• 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 executive.
• Types, formats and proofreads a variety of documents and materials such as memos, presentation materials, graphs, tables, reports, briefing notes, spreadsheets, and management letters from drafts or hand-written notes using desktop tools such as MS 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 Auditor General, Deputy Auditor General or Assistant Auditor General.
• Proofreads and/or edits various forms of draft correspondence according to the office’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 executive for timely and appropriate decisions and/or action.
• Screens incoming correspondence and requests for the portfolio, logs into SharePoint, and forwards to appropriate branch or staff member for their attention and/or response.
• Monitors the operational budgets and provides forecasts.
• Applies delegated expense authority for administrative expenses.

Job RequirementsEducation and Experience:

• Grade 12 or equivalent plus completion of recognized business, or office administration courses. An equivalent combination of education and experience may be considered.
• Minimum two years’ office experience providing administrative support services.
• Experience with organizing complex meeting and travel arrangement and maintaining electronic calendars/itineraries.
• Experience preparing a variety of high-level, confidential correspondence, reports/documents
• Experience using Microsoft Office Suite, including Word, Excel, PowerPoint and Outlook.
• Preference may be given for experience working within an auditing office and/or within the B.C. public service.
• Preference may be given for experience working in a confidential capacity with executive level positions (Assistant Auditor General, Assistant Deputy Minister, VP/CFO or above).

Conditions

• Successful completion of security screening requirements of the B.C. public service, which may include a criminal record check, and/or Criminal Records Review Act check, and/or enhanced screening checks as required.
• At the Office of the Auditor General, the health and safety of our people is a high priority. As such, proof of COVID-19 vaccination is required of all staff. It is a term of acceptance of employment that you agree to comply with all vaccination requirements. Our policy is aligned with the COVID-19 vaccination policy for B.C. public service employees.

Please see the attached job profile for a full description of the accountabilities and required qualifications.To be considered for this role candidates must submit a resume and qualifications matrix to hr@bcauditor.com. Failure to provide all the requested documents will result in your application being unsuccessful.Applications will be accepted up until Wednesday, November 30, 2022.For more information, please contact hr@bcauditor.com.Job CategoryAdministrative Services, ExecutiveHow to apply to this jobTo be considered for this role candidates must submit a resume and qualifications matrix to hr@bcauditor.com. Failure to provide all the requested documents will result in your application being unsuccessful.Quick Apply

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