Administrative Assistant, Client Partnerships - Victoria, Canada - BC IMC

BC IMC

Verified Company

Victoria, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Closing Date:
February 6, 2023

Are you a confident, detailoriented and motivated administrative professional with a keen eye for process improvement? Bring your performance excellence and cando attitude to our professional and collaborative office environment in Victoria, BC and join one of Canada's Top 100 Employers_

DEPARTMENT DESCRIPTION

The Corporate & Investor Relations (CIR) department champions world-class engagement with all of BCI's stakeholders by fostering improved transparency, achieving agreed-upon outcomes, with the view of building trust and brand loyalty from those whose support is critical to BCI's long-term success.

CIR represents BCI in consulting with, advocating for, and communicating with our clients and all stakeholder groups. These activities involve two core functions - Corporate Engagement and Client Relations.

As a collective, CIR is responsible for:

cultivating and managing BCI's brand and reputation
advocating for and representing our internal and external stakeholder interests
advocating for and representing BCI's interests by involving stakeholders who may be affected by BCI's decisions
managing information, developing content, and enabling effective two-way communication

POSITION DESCRIPTION

The Administrative Assistant reports to the Executive Assistant (EA) to the Executive Vice President (EVP), Corporate & Investor Relations (CIR) and provides a variety of clerical, administrative, and support services to the Client Partnerships (CP) team.

The Administrative Assistant must be able to function effectively with a demanding workload, the nature of which requires a high degree of accuracy and an eye for detail.

The position serves as backup to the EA and provides backup/holiday coverage for the Client Relations Coordinator.

QUALIFICATIONS

Must have:

Minimum of three years' experience providing administrative support in a corporate office environment
Serviceoriented mindset, strong work ethic and extremely detailed oriented, with the ability to manage a high volume of priorities and deadlines
A good commonsense approach; responsible, reliable and resultsoriented
Ability to work collaboratively in a team environment as well as able to work efficiently independently
Excellent verbal and written communication skills
Diplomatic and tactful, with strong interpersonal skills

PRIMARY RESPONSIBILITIES
Standard Administrative Support- Coordinates all travel arrangements for the CP team, including preparing spend authorizations/approval requests, booking flights and hotels, and completing expense claims- Reconciles own expenses and credit card purchases as well as reconciling purchase transactions for others on the team- Attends Administrative meetings for the department- Assists EA with the planning of on-site and off-site team building and holiday events- Updates and maintains administrative and onboarding procedures, and writes other procedure documents, as needed- Formatting documents, extracting pdf files, drafting agendas, etc- Manages the CP team Local Area Network (LAN), monitoring for proper file naming and filing, and managing records in accordance with BCI's Records Retention Policy requirements- Coordinates registration for the CP team for conferences, courses, and webinars including creating spend authorizations and purchasing with corporate credit card- Assists (as needed) with formatting of trustee bios for client meeting documents- Coordinates retirement gifts and cards for retiring trustees, as requested by relationship managers

Calendar Coordination- Assists Managers with scheduling meetings- Coordinating with external and internal stakeholders for calendar coordination for ad hoc meetings (this does not include active monitoring of calendars for everyday time management and conflicts)- Booking prep meetings (with clients, relationship managers and internal BCI Staff) ahead of client meetings- Schedules quarterly deliverable planning meetings (Satuit team meeting, CP team meeting, and department meetings with Investment Strategy & Risk, Finance, and Public Markets)- Input's meeting information in the Client Events Calendar for the CEO/CIO when meeting with clients, updating if changes are made to meeting day or time- Scheduling co-op interviews

Event Logistics Support- Administrative support for the planning of events (client events, client education, and webcasts)- Sending outlook calendar invitations Inputting survey questions into SurveyMonkey and generating survey link- Assisting with purchasing speaker/presenter gifts (where appropriate), as requested by the event lead- Assisting with on-site logistics - coordinating and booking boardrooms, organizing catering (if applicable), registering guests, room set up, and other administrative tasks as they come up

COMPETENCIES
High Standards- Effective performers possess high work standards and show pride in their work. They consistently strive to ensure work is comp