EXEC ADMIN - Executive Administrative Assistant

Executive Administrative Assistant
Executive Administrative Assistant

An eligibility list may be established.

This position is excluded from union membership.

Bring your strong administrative experience and superior organizational skills to this challenging position

The Ministry of Transportation and Infrastructure’s Transportation Policy and Programs Division is responsible for all aspects of strategic transportation policy including public transit, air, rail and marine modes, climate change, inter-governmental relations as well as, airport and active transportation grant programs, corporate planning, strategic initiatives and writing services. The department also has provincial oversight of the inland and coastal ferry system in British Columbia as well as Transit services through TransLink and BC Transit.

Reporting to the Assistant Deputy Minister of Transportation Policy and Programs, the Executive Administrative Assistant, is accountable for providing a full range of administrative support services for the ADM, including preparing time-sensitive, documentation for Executive. The EAA is responsible for ensuring efficient office operations, processing correspondence, and briefing materials, organizing travel itineraries and handling expenses. Other priorities include managing the ADM’s calendar, preparing for meetings, support divisional activities and records management administration.

The BC Public Service offers a healthy work/life balance, excellent benefits, including one of the best pension plans available, and a variety of opportunities for career learning and development. For more information, please see What We Offer.

The capital of British Columbia, Victoria is a beautiful city, with beautiful beaches and harbors, and a variety of provincial parks to explore. Located on Vancouver Island, Victoria offers a bustling downtown scene and has a wide range of restaurants and entertainment venues to choose from

The BC Public Service is committed to creating a diverse workplace to represent the population we serve and to better meet the needs of our citizens. Consider joining our team and being part of an innovative, inclusive and rewarding workplace.

The Indigenous Applicant Advisory Service is available to applicants that self-identify as Indigenous (First Nations, status or non-status, Métis, or Inuit) seeking work or already employed in the BC Public Service. For advice and guidance on applying and/or preparing for an interview for this opportunity, we invite applicants to connect with the Indigenous Applicant Advisor Amanda by email: IndigenousApplicants@gov.bc.ca or by phone: 778-698-1336.

For complete details about this opportunity, including accountabilities, please refer to the attached job profile. For specific position related enquiries, please contact Kim.Pilkington@gov.bc.ca. DO NOT SEND YOUR APPLICATION TO THIS EMAIL ADDRESS. For more information about how to complete your job application, add/edit your resume and for more useful tips when applying for jobs, please refer to the Your Job Application page on the MyHR website. If you are still experiencing technical difficulty applying for a competition, please send an e-mail to BCPSA.Hiring.Centre@gov.bc.ca, before the stated closing time, and we will respond as soon as possible to assist you.

NOTE: Applications will be accepted until 11:00 pm Pacific Standard Time on the closing date of the competition.

Job Requirements:
In order to be considered for this position, your application must clearly demonstrate how you meet the education and experience as outlined below:

• A minimum of Grade 12 education; AND
• A minimum of 12 months experience as an administrative assistant in the Provincial Government at the executive level or a combination of both the executive and branch levels. Experience at a Federal or Municipal government office or similar environment may be considered.

Administrative experience must include:

• Office experience working in a confidential capacity; proven ability to maintain confidentiality when handling sensitive information and materials.
• Experience managing calendars, scheduling meetings and travel arrangements, including logistics, facilities, audio visual and video conference call set up, and catering.
• Experience typing, drafting, formatting, proofreading, and editing a variety of documents, including memos, briefing materials, reports, and presentations.
• Experience developing and/or maintaining administrative systems, procedures and standards including executive correspondence, templates, and records management.
• Experience with Microsoft Office suite of applications (Outlook, Word, Excel).
  
• Preference may be given to applicants with CLIFF, eApprovals, SharePoint and TRIM/EDRMS experience.
• Preference may be given to applicants with experience in Executive offices with Crowns, agencies, municipal and federal governments, universities, or other public sector entities.
• Preference may be given to applicants with 2 or more years of experience as an administrative assistant in the Provincial Government at the executive level or combination of both the executive and branch levels.
  

Applicants selected to move forward in the hiring process may be assessed on the Knowledge, Skills, Abilities and Competencies as outlined in the attached Job Profile located in theAdditional Informationsection at the bottom of the posting.

A Criminal Record Check (CRC) will be required..

APPLICATION REQUIREMENTS:

Cover letter: NO- Please do not submit a cover letter as it will not be reviewed.

Resume: YES- A resume is required as part of your application; however, it may not be used for initial shortlisting purposes. Ensure your resume includes your educational accomplishments, employment history including start and end dates (month and year) of your employment, and any relevant information that relates to the job to which you are applying.

Questionnaire (COMPREHENSIVE): YES - As part of the application process, you will be prompted to complete a comprehensive online questionnaire to demonstrate how you meet the job requirements. Please allot approximately 60 minutes to complete the questionnaire.

IMPORTANT: Comprehensive questionnaire responses will be used to shortlist applicants against the job requirements. Please ensure you include all relevant information about your educational accomplishments and employment history including job titles, start and end dates (month and year) of your employment, and your accountabilities and accomplishments.