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- Microsoft Powerpoint
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Admin Assistant to the Associate Vice-President - (992278.11)
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Executive Assistant

Greater Victoria Harbour Authority
Victoria, BC

Quick apply

Job details

Full-time
14 days ago

Skills

Microsoft Powerpoint
Microsoft Word
Microsoft Outlook
Document preparation
Post-secondary education
Administrative support experience
Filing
Administrative and business operations experience
Research
Administrative experience
High school diploma or GED
Schedule management
Records management
Continuous improvement
Decision making
Report and presentation preparation
Written report writing
SharePoint
Executive support experience
Data collection
Document management
Cross-functional collaboration
Business
Document management systems
Client interaction
Cross-functional communication
Business process improvement

Full job description

Purpose of Position
The Executive Assistant (EA) provides high-level administrative, organizational, and strategic support to the Chief Executive Officer (CEO), and may support Vice President (VP) and Director-level leaders as required. This role manages complex calendars, coordinates leadership meetings, prepares materials, supports communication with internal and external stakeholders, and handles confidential information with discretion.

The EA is proactive, highly organized, and able to anticipate needs in a fast-paced executive environment. This position will be expected to harness tech-driven efficiency by adopting and optimizing digital tools, automation software, and collaborative platforms to reduce manual work and strengthen overall team productivity. The EA also demonstrates strategic initiative by taking ownership of administrative workflows with a forward-thinking mindset, serving as a trusted strategic partner to the executive leadership team while continuously improving processes and supporting organizational effectiveness.

Specific Accountabilities

Manage the CEO’s and VP’s calendar, including scheduling meetings, prioritizing requests, resolving conflicts, and ensuring appropriate preparation time.
Screen, prioritize, and respond to CEO’s emails, calls, and correspondence on behalf of the CEO where appropriate.
Coordinate senior leadership and stakeholder meetings, including agenda preparation, meeting materials, minutes or action tracking, room bookings, technology setup, and follow-up.
Prepare, review, and format briefing notes, presentations, reports, correspondence, and other executive-level documents.
Coordinate travel, accommodations, itineraries, registrations, and expense reporting for the CEO and VPs.
Serve as a professional point of contact between the CEO and employees, clients, partners, vendors, government representatives, and other stakeholders.
Maintain confidential records, files, contracts, and sensitive information in accordance with organizational policies.
Conduct research, compile data, and summarize information to support executive decision-making, planning, and follow-up.
Monitor deadlines, commitments, approvals, and action items to ensure timely completion across the executive office.
Support special projects, events, process improvements, and cross-functional initiatives as assigned by the CEO.
Identify opportunities and embrace modern tech-driven efficiency tools to improve administrative systems, workflow, communication, and executive efficiency.

Experience and Education

Completion of post-secondary education in business administration, office administration, communications, public administration, or a related field; an equivalent combination of education and experience may be considered.
Minimum 5 years of progressive administrative experience, preferably supporting a CEO, senior executive, or senior leadership team.
Advanced proficiency with Microsoft applications, including Outlook, Word, Excel, PowerPoint, Teams, SharePoint, and related collaboration tools.
Experience preparing executive-level correspondence, reports, presentations, agendas, meeting packages, and other senior leadership materials.
Experience handling confidential, sensitive, or time-critical information with sound judgment and discretion.
Experience coordinating complex calendars, executive travel, expenses, events, and multi-stakeholder meetings.
Experience supporting multiple senior leaders or managing competing executive priorities is an asset.

Working Conditions

Full-time position, Monday to Friday, 37.5 hours per week.
Standard office hours with occasional flexibility required to support executive schedules, meetings, travel, or urgent priorities.
May require attendance at off-site meetings, events, or functions outside regular business hours.
Position may be eligible to work from home up to two days a week following 90-day probation period.
Requires frequent use of computer systems, video conferencing platforms, and document management tools.

Knowledge, Skills, and Abilities

Able to manage competing demands, deadlines, and shifting priorities with accuracy and composure.
Writes and speaks clearly, tactfully, and appropriately for executive, employee, senior leadership, and external audiences.
Demonstrates integrity and sound judgment when handling sensitive matters.
Proactively identifies needs, risks, and next steps without requiring detailed direction.
Uses good judgment to resolve issues, escalate concerns, and recommend practical solutions.
Builds trust and maintains effective working relationships across all levels of the organization.
Produces accurate, polished, and professional work products.
Remains flexible and effective in a fast-paced, changing environment.

Quick apply

Refine Your Search

executive & personal assistants jobs in sooke, bc

Executive Assistant

Personal Assistant

Admin Assistant to the Associate Vice-President - (992278.11)

Executive Assistant

Executive Assistant & Project Secretariat

Administrative Assistant to the Associate Vice-President Academic Planning - (997337.3)

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