Office Manager/Executive Administrative Assistant

Salary Range:

The successful candidate will be appointed at the level that best aligns with their qualifications and experience.

• Manager, Executive Operations: $83,000 – $114,000 annually
• Office Manager, Executive Administrative Assistant: $66,000 - 91,000 annually
• Executive Administrative Assistant: $54,000 - $74,000

The final offer will be determined based on the successful candidate’s skills, experience, and internal equity considerations. Please note that the offer may fall anywhere within the applicable posted range and is not necessarily at the top end.

About Us:

Transportation Investment Corporation (TI Corp) is a public crown corporation dedicated to delivering major infrastructure projects in British Columbia on behalf of the Ministry of Transportation and Infrastructure. With approximately $15 billion in major infrastructure developments, we are committed to upholding the highest standards of construction oversight.

Why Join Us:

At TI Corp, you’ll be part of a dynamic and innovative team driving transformative infrastructure projects that make a real difference in communities. We pride ourselves on fostering a collaborative and inclusive work culture where your ideas are valued. Enjoy competitive compensation and comprehensive benefits, along with opportunities for professional growth and development. Here, your contributions will not only shape your career but also the future of our infrastructure landscape. Join us and be a part of something impactful.

What We Offer:

• Vacation starts at five weeks and with an additional one day per year of service to a maximum of six weeks.
• TI Corp is dedicated to professionally growing staff and building internal capacity, through mentorship, active succession planning, learning and development financial assistance, and membership dues.
• Extended health and dental benefits plus a $1000 Health Spending Account annually.
• We are part of the BC Public Sector Pension Plan – if you join us from other Public Service or Public Sector organizations who are part of this pension plan, your pension will continue seamlessly.
• Top-up allowance for maternity and parental leave.
• Free travel insurance for full-time employees.
• Transit subsidy program.

Manager, Executive Operations

Overview:

Transportation Investment Corporation (TI Corp) is seeking Executive Administrative Support to support our executive team. The positions will be based in Metro Vancouver.

The position is responsible for providing senior-level confidential executive administrative and secretarial services to the CEO. The position also manages the daily operations of the Executive Offices and corporate services and supervises corporate administrative employees.

Key Accountabilities:

Administrative Team Management

• Implements and updates the administrative framework ensuring the full scope of administrative services are provided to Executive and provides guidance and problem solving on administrative issues.
• Develops, implements, and maintains administrative systems, policies, procedures, and standards, including executive correspondence, templates, records management, and mail processing.
• Provides day-to-day organizational oversight, guidance, and leadership to the executive administrative team.
• Supervises corporate administrative employees including assignment of work, development and evaluation of performance plans, approval of leave, and coordination of shared resources under their supervision.
• Coordinates executive meetings and, on behalf of their executive, coordinates other meetings and events with a variety of participants and coordinates the logistics, including the acquisition and preparation of required materials, taking minutes, and tracking action items.
• Works with Office Managers and leaders across corporate services (i.e. Facilities, IT, and Finance) to establish administrative best practices and Standard Operating Procedures as they relate to corporate operations (ex. office moves, space planning, building maintenance, and accommodation requirements)
• Provides support to business continuity planning by gathering data and ensuring staff information, distribution lists and GAL contact information are current.
• Responsible for regular security audits – building passes and LAN access.
• Composes, types, formats, proofreads, and edits a variety of documents and materials using desktop tools such as Word, Excel, PowerPoint, and Outlook.
• Accountable for the successful operation of the corporate office, ensuring incoming phone calls, visitors, and correspondence are triaged and responded to appropriately and in a timely manner.
• Oversees project management function on corporate meetings and events including but not limited to All Staff Meetings and large teambuilding events.
• May support corporate Finance with budget development by reviewing previous years’ expenditures, anticipating future administrative needs and impact on the administrative budget, and making recommendations.

Executive Assistance to CEO:

• Proactively manages the CEO calendar and email by determining priorities and urgent situations, scheduling meetings or time, and making changes and adjustments as required.
• Develops and maintains positive and collaborative relationships with key counterparts in the support of the CEO’s commitments.
• Makes travel arrangements and completes all related travel authorizations and expense reimbursements.
• Screens incoming correspondence, forwards to appropriate staff member for their attention and/or response and maintains a tracking system to ensure correspondence is completed within critical timelines.

Coordinates materials for the CEO for all corporate activities such as Question Period, UBCM and Estimates, and ensures materials are aligned with government and corporate priorities, strategies and plans.

Qualifications:

• Post-secondary education in business administration, public administration or financial management and several years of experience providing administrative services or, an equivalent combination of education and experience.
• Experience leading others.
• Knowledge of financial, records management, purchasing and administration policies and procedures and, Freedom of Information and Protection of Privacy Act.
• Knowledge of standard office procedures and the Crown’s structure and deliverables.
• Excellent organizational skills to manage a diverse workload.

Office Manager, Executive Administrative Assistant & Executive Administrative Assistant

Overview:

The position is responsible for providing confidential executive administrative and office management services to management and project teams.

Key Accountabilities:

• Manages calendars by determining priorities and urgent situations, scheduling meetings or time, and making changes and adjustments.
• Screens incoming phone calls and visitors to determine the nature and priority of the inquiry or request.
• Screens incoming correspondence, forwards to appropriate staff member for their attention and/or response and maintains a tracking system to ensure correspondence is completed within critical timelines.
• Identifies emerging issues, determines urgency/priority, and gathers and compiles background information for timely and appropriate decisions and/or action.
• Composes, types, formats, proofreads and edits a variety of documents and materials.
• Arranges meetings and events and coordinates the logistics, including the acquisition and preparation of required materials, taking minutes and tracking action items.
• Develops, implements, and maintains administrative systems, procedures and standards for executive correspondence, records management, and mail processing.
• Makes travel arrangements and arranges for travel authorizations and expense reimbursements.
• Actively participates in onboarding new employees.
• Coordinates the purchase, installation/maintenance and inventory of furniture, equipment and supplies.
• Coordinates with the Facilities team to support office moves including space planning, building access and maintenance, and accommodation requirements.
• Coordinates financial activities ensuring compliance with financial administration and purchasing policies and procedures.
• Participates as part of an executive admin team across TI Corp, occasionally backfilling or supporting other project areas and corporate needs
• May be required to perform project coordinator duties as and when required.
• Other duties as assigned by supervisor.

Qualifications:

• Grade 12, plus a certificate in office administration, and several years of experience providing executive administrative services in a confidential capacity.
• Knowledge of standard office policies, procedures and processes.
• Excellent organizational skills.
• Excellent attention to detail.
• Ability to work well under pressure to meet deadlines.
• Microsoft Office Product experience – Word, Excel, PowerPoint, Outlook

Additional Requirement:

• You must be legally authorized to work in Canada.
• An offer of employment is conditional upon the completion of an acceptable current criminal record check.

Notes:

• Collection Notice: Your personal information is collected from by Transportation Investment Corporation (TI Corp) pursuant to 26(c), 26(e), and 27(1)(a)(i) of the Freedom of Information and Protection of Privacy Act for the purpose of TI Corp recruitment. This includes information you provide through , as well as information about you that is generated by , such as your connections to other TI Corp employees on , how well the skills you have identified on match our job requirements, and what other TI Corp jobs you have applied for on By proceeding, you are authorizing TI Corp to indirectly collect this information. If you have any questions about the collection of your personal information, please contact the Privacy Officer at privacy@ticorp.ca.