Administrative Assistant 2 - Vancouver, Canada - BC Hydro

BC Hydro

Verified Company

Vancouver, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Powered by water... and by people like you

Providing clean electricity to 4 million customers takes a diverse workforce and that's where you come
in. We need your talent to help us build major projects to meet growing demand. To help our
customers find clean energy solutions for their homes and businesses and to be ready to respond
during storms and outages to keep our system reliable.

Working for BC Hydro is meaningful. And now, the stakes have been raised as we work towards a
solution to climate change while safely providing clean, affordable electricity to our customers.

We offer a healthy work life balance, training opportunities and career progression. We're proud to be
ranked as one of B.C.'s Top Employers and one of Canada's Best Diversity Employers. Join us as we
build an even cleaner B.C.

JOB DESCRIPTION

Duties:

Support the Executive Vice President, Integrated Planning, acting independently while exercising

a high level of confidentiality, judgement, discretion, and initiative.ensuring that all contacts and items are prioritized and dealt with in a timely manner.

- Work in collaboration with the Strategic Business Advisor and Integrated Planning Leadership

team, coordinate submissions to meetings including Executive, Board, Steering Committees, and

Integrated Planning leadership team meetings.
Inform the Executive Vice President of deadlines/action items and draft replies for action items

and other correspondence.- Research and initiate actions and projects to ensure that responses, activities and deliverables

are received and/or completed by appropriate deadlines.- Direct incoming inquiries as appropriate and ensure responses are completed by deadlines.

Maintain a "Bring Forward" system to ensure all deadlines are met.
Manage the Executive Vice President's calendar, including coordination of various Integrated

Planning leadership team meetings and events, using judgement to ensure meeting conflicts are
- addressed ahead of time and materials are submitted to the Executive Vice President in advance.

Take notes/minutes and use SharePoint to upload and maintain various documents.
Maintain the Executive Vice President's files and provide backup materials prior to all meetings

including the retrieval of materials and the drafting and distribution of agendas.

Draft memos, reports, letters, presentation slides.
Make travel arrangements and coordinate site visits.
Administer various financial functions (e.g. invoices, expense claims, time and labour, purchase

orders, purchasing of stationery and/or office equipment).

Maintain various administrative records (e.g. travel approvals, office procedures, government

updates), as well as schedule, coordinate, prepare agendas, arrange for outside speakers and
guests and take, transcribe and distribute minutes for meetings.

Participate in the planning and implementation of administrative systems.
Work collaboratively with other Executive Assistants. Provide information, updates and direction

on office procedures, provide coaching to other administrative staff within the group and provide
assistance to other positions in the business group as required.

Qualifications:

***- Post-secondary education plus three to five years senior level administrative experience within a

corporate environment performing a range of duties involving material of a confidential and
- sensitive nature. We may consider those with an equivalent combination of education, training and
- experience.

Ability to communicate effectively and in a highly professional manner at all levels across the

business and with external individuals as required.- High level of interpersonal and verbal and written communications skills; tact, diplomacy and

discretion.- Ability to exercise judgement to make decisions within prescribed guidelines; strong

organizational skills with exceptional attention to detail.- Ability to organize small projects, perform online research and contribute to team knowledge and

understanding of the organization's processes and stakeholders.- Ability to promote and encourage a positive team atmosphere and maintain professional working

relationships with all levels of staff and management within BC Hydro and external organizations.- Well-developed knowledge and understanding of senior executive functions and responsibilities.