Job Description :

THE OPPORTUNITY

We are currently seeking a highly skilled and trusted Executive Assistant to support our Vice President, People & Safety—a key leader driving initiatives that keep our people safe, engaged, and thriving.
This is more than just an administrative role. As the Executive Assistant, you’ll act as a strategic partner, anticipating needs, managing sensitive information, and providing seamless support to a senior executive. You will be a trusted liaison across the organization, helping to keep high-priority initiatives and relationships moving forward. This involves managing complex tasks that require evaluating multiple factors to determine the appropriate course of action, usually within established guidelines. Additionally, the position may include leading and providing guidance to junior support staff.
To thrive in this role, you bring deep experience, a versatile skill set, and a strong understanding of organizational policies and practices. Exceptional communication skills enable you to confidently engage with peers, senior leadership, and key stakeholders.

Reporting to the Vice President, People & Safety, you add value by key areas of oversight such as:

• Providing proactive, complex, diverse, and confidential administrative support to the Vice President, People & Safety, including handling details of a highly confidential and critical nature;
• Assisting with projects and information that is highly sensitive in nature including Board level material;
• Preparing and coordinating materials for executive meetings, presentations, and strategic discussions of Executive staff and outside individuals as well as department team;
• Coordinating, creating, editing and assembling materials and assists with collecting and effectively presenting executive level information;
• Arranging department and group meetings, speaking engagements, conferences and large functions ensuring all necessary information and support is available;
• Making administrative decisions, handling correspondence, determining priorities and scheduling calendar appointments;
• Planning and organizing meetings, events, and conferences, ensuring logistics, materials, and follow-up actions are in place;
• Coordinating travel arrangements, itineraries, and expense submissions in accordance with corporate policies;
• Tracking and monitoring budgets, process purchase orders and invoices, and support variance reporting within the administrative cost centre;
• Maintaining organized, secure records and filing systems aligned with BC Ferries’ information management standards.