Administrative Assistant, Fleet Engineering at BC Ferries in Victoria

Job description

• Fleet Engineering
• Victoria or Vancouver Lower Mainland
• Behind every safe and reliable sailing is a team of people working together to keep BC Ferries’ fleet ready for service. We’re looking for an Administrative Assistant to join our Engineering department and provide key administrative support to the Director, Fleet Engineering and the broader team.
• This is a great opportunity for an organized, resourceful and service-oriented professional who enjoys being at the centre of a busy operation. You’ll help keep schedules on track, information organized, meetings and events running smoothly, and day-to-day priorities moving forward.
• Working alongside engineering leaders and a diverse range of internal and external partners, you’ll bring structure, responsiveness and attention to detail to an environment where the work matters. Your contribution will help support the teams responsible for the engineering and technical expertise behind BC Ferries’ fleet.

Responsibilities

• Reporting directly to the Director, Fleet Engineering, you add value by key areas of oversight such as:
• Coordinating calendars, meetings, appointments and travel arrangements for the Director and assigned team members;
• Preparing, editing and distributing correspondence, reports, presentations and other documents;
• Managing incoming calls, emails and visitor inquiries with professionalism and a strong customer-service mindset;
• Organizing and maintaining electronic and physical records, filing systems and office resources;
• Coordinating meeting logistics, internal events and other team activities;
• Processing invoices, purchase orders and other administrative transactions;
• Supporting expense tracking, procurement activities and budget-related processes;
• Maintaining databases and completing accurate data entry while protecting confidential information;
• Coordinating with vendors and internal partners to support day-to-day office requirements;
• Ensuring administrative activities are completed in accordance with BC Ferries policies, procedures and applicable requirements; and
• Identifying opportunities to improve administrative processes and making thoughtful recommendations to enhance efficiency.

Requirements

• A high school diploma or equivalent; a post-secondary certificate in Office Administration or a related field is an asset
• 1–3 years of experience in an administrative or office support role, preferably within a large or complex organization
• Proven experience as an administrative professional
• Strong organizational skills and the ability to manage multiple priorities and deadlines;
• Excellent written and verbal communication skills, with a professional and approachable style
• Proficiency with Microsoft Office, including Word, Excel, PowerPoint and Outlook, and familiarity with document management systems
• Experience with scheduling, expense tracking, procurement or basic financial processes is an asset
• Sound judgment, discretion and the ability to handle confidential information appropriately
• A proactive approach to identifying issues, finding solutions and improving the way work gets done
• Confident, professional presence with an assertive, engaging interpersonal style
• Agile decision-making and judgement within a fact paced, dynamic environment, often working with tight deadlines
• Ability to manage and prioritize multiple projects simultaneously while demonstrating composure and confidence
• Superior communication skills, both written and verbal
• Well defined ability to work independently with accountability and discretion
• Strong ability to proactively address issues and resolve problems, making appropriate recommendations and proposing solution alternatives using sound judgement
• Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams, OneDrive) and SharePoint

Skills

Required

• Organizational skills
• Communication skills
• Proactive approach
• Confident, professional presence
• Agile decision-making
• Composure and confidence
• Independence and accountability
• Problem-solving
• SharePoint
• Document management systems

Benefits

• This is a regular full-time position with a target salary range of $49,400 - $61,800 per annum. The starting salary is determined based on the successful candidate’s knowledge, experience and internal equity.
• Taking care of our employees is a top priority for us, and to do that, we offer benefits that help you stay healthy in all ways. Some of our great benefits include:
• Career development and learning opportunities
• Competitive compensation and comprehensive benefits
• Defined benefit Public Service Pension Plan
• Minimum four weeks’ vacation
• Hybrid work flexibility
• Wellness programs and employee discounts