▷ [Urgent] Administrative Assistant

Overview

Location: Victoria

Status: Part-Time

Closing Date: September 22, 2025

Salary: $30 to $35 per hour, depending on experience

Join our dynamic team in the heart of Victoria We are a forward-thinking company dedicated to innovation and excellence. Our collaborative environment is the perfect place to grow your career while contributing to our ongoing success. We are looking for an organized, energetic, and proactive individual with exceptional administrative and communication skills to provide administrative support to the Executive Vice-President, External Relations and Strategy (EVP). The successful candidate will have at least five years of administrative work experience. This role requires exceptional organizational skills, discretion, and the ability to handle a variety of tasks with accuracy and professionalism. The Executive Assistant is always maintaining confidentiality and professionalism.

As the Administrative Assistant, you will be a trusted partner to the EVP, ensuring their time is managed efficiently, priorities are met, and communication flows seamlessly. You will be helping to manage day-to-day responsibilities, coordinate key initiatives, and support decision-making processes.

Responsibilities

- Manage the EVP’s calendar, scheduling meetings, appointments, and events.
- Anticipate the needs of the EVP and proactively address potential challenges.
- Organize and coordinate meetings and other key events including accepting, changing or creating meeting invites on their behalf.
- Coordinate logistics of attendance at various meetings, seminars, workshops, special projects or events as needed, by:

- Locating, assessing adequacy and booking internal/external space.
- Obtaining information and arranging set up of space.
- Arranging refreshments and meals.
- Identifying requirements and ensuring equipment, supplies, etc. are available.
- Assisting with collecting required information, preparing and distributing documents, reports and correspondence.

- Prepare agendas, materials, and minutes for meetings, ensuring follow-ups are completed.
- Act as the main point of contact to internal and external contacts for inquiries related to the Executives’ availability.
- Learn and accommodate personal travel preferences for the EVP.
- Create itineraries as required.
- Liaise with internal and external business teams, office administration, consultants and service providers on tasks or projects as assigned.
- Develop and maintain professional and positive relationships with internal and external stakeholders.
- Other general support and administration duties as required.

Qualifications

- A Diploma or Degree in Administration; or Grade 12 with significant advanced training and working experience in various aspects of the administration profession.
- 5+ years of progressive administrative experience, with prior experience supporting senior executives.
- Strong working knowledge of Word, Excel, PowerPoint and Outlook.
- Experience working with senior leadership is an asset.
- Ability to develop and contribute to a positive corporate culture, and a fair and respectful workplace.
- Exceptional organizational, time management and decision-making skills.
- Ability to work independently and effectively as part of a team.
- Strong interpersonal, verbal and written communication skills.
- Ability to pay strict attention to detail; strong problem-solving abilities.
- Ability to maintain confidentiality.
- Ability to administer a contract development process in concert with member(s) of the Senior Management Team.
- Ability to accurately maintain files, records and correspondence.
- Knowledge of general office practices and procedures.

Conditions of Employment

- Willingness to sign an Oath of Confidentiality.
- Willingness to work occasional overtime during peak or critical work periods.
- Must have a valid class 5 Driver's License and vehicle.

#J-18808-Ljbffr