Administrative Assistant, Organizational Development and Recruitment/Total

at  BC Ferries

Job Description :

THE ROLE

We are searching for a detail-oriented administrative professional with superior organizational skills to join our team. As part of this dynamic results-driven team, you provide high-level, efficient and confidential administrative support to the Organizational Development and Recruitment/Total Rewards leadership.
In this role you manage and organize calendars, schedule meetings, prepare and distribute meeting minutes, coordinate travel arrangements, manage records and documents, prepare presentations, document preparation, budget creation and tracking, development and management of office administrative systems and procedures.

Reporting to and is accountable to the Director, People and Organizational Development and Director, Recruitment and Total Rewards you add value by key areas of oversight such as:

• Supporting the Director, People and Organizational Development and Director, People Recruitment and Total Rewards in all aspects of the efficient operation directed by leadership;
• Establishing and managing administrative procedures and guidelines to ensure effective coordination and timeliness of responsibilities;
• Screening and prioritizing incoming demands (calendar management), review mail, prepare reports, schedule meetings, organize calendars, provide IT support, coordinate travel arrangements and ensure appropriate delegate coverage is in place when necessary;
• Developing and or maintaining effective record keeping, filing systems and required documentation to assist with mandates;
• Ensuring a high degree of confidentiality, discretion and professionalism is maintained in the department consistent with BCF standards and values;
• Performing comprehensive office management and administrative support services as required, including tracking and processing of any expenses, purchase orders or financial contracts;
• Handling general inquiries related to People and Organizational Development and Recruitment and Total Rewards;
• Providing support to maintain strong document management control within the Sharepoint filing system;
• Working with key stakeholders (internal and external) to coordinate company sanctioned events including booking of venue, logistic and catering for Hiring/Career Fairs, Welcome fairs, Sailsafe Townhalls, Leadership and Development programs and Engagement Sessions;
• Supporting project work or events for other People & Safety teams as needed;
• Other duties as assigned but not limited to support of recruitment inquiries (BCF Careers Inbox), Benefits administration, Project work, administering relocation, recognition activities (Christmas, retirement prints, service awards) and talent management activities (performance management cycle, 360 administration