Administrative Assistant, Private Equity
About The Position
With $313.7 billion of gross assets under management, as of March 31, 2026, British Columbia Investment Management Corporation (BCI) is the provider of investment management services for British Columbia’s public sector and one of the largest asset managers in Canada. BCI seeks investment opportunities around the world and across a range of asset classes that convert savings into productive capital. Our investment returns play a significant role in helping our institutional clients build a financially secure future for their beneficiaries. Headquartered in Victoria, British Columbia, and with teams spanning Vancouver, New York, London, and Mumbai. BCI integrates environmental, social, and governance (ESG) factors into all investment decisions to meet clients' risk and return requirements. Our people shape employee-focused initiatives, creating a strong culture. The Administrative Assistant provides a variety of administrative and support services to the Private Equity team, and in particular, a high volume of travel coordination and expense processing. A high degree of accuracy and attention to detail is essential for this role, as is the ability to work effectively under the pressure of changing priorities and deadlines. The Administrative Assistant must be organized and proactive, with the ability to support and work collaboratively with a diverse range of investment professionals across multiple international offices. Discretion is important as the Administrative Assistant frequently deals with confidential documents and matters. The Administrative Assistant operates as a member of an administrative team and may serve as backup to other Administrative team members.
Requirements
- Post-secondary education, and 2+ years administrative support experience; a combination of education and experience may be considered
- A professional, positive, proactive approach with a focus on delivering results
- A service-oriented mindset, strong organizational skills and attention to detail
- Ability to multi-task, react to changing priorities, and meet deadlines
- Ability to work independently, and an ability to engage and work collaboratively as a member of a team
- Excellent verbal and written communication skills; ability to contribute to discussions, articulate thoughts, and opinions confidently and effectively, and resolve conflicts or misunderstandings
- Proficiency in Microsoft Office, SharePoint, Adobe Acrobat and other common office software applications; experience with Workday preferred
- Familiarity with AI tools for content support; willingness to learn and adopt new technologies to improve efficiency
- Previous experience in an investment office and familiarity with investment terminology and processes is an asset
Responsibilities
- Provides travel coordination and processes expense reimbursements for team members: Coordinates booking of flights, hotels, and ground transportation, and facilitates changes to itineraries
- Processes team members’ travel and general expenses, and reconciles travel-related costs
- Remains up to date on travel risks, restrictions, and special requirements, including visa applications and travel documentation; provides updates to the team as needed
- Schedules and coordinates in-person and virtual meetings/conference calls; assists with agenda preparation, registering and greeting guests, facility set-up, coordination of catering services, and technology requirements
- Provides direct support to the Private Equity Finance and Operations team: Facilitates approvals for various workflows
- Assists with document/data collection and reconciliations
- Reconciles expenditures for third-party rebilling/reimbursement
- Performs monthly reconciliation of corporate credit card expenses
- Supports in tracking board participation and insurance coverage
- Works closely with and collaborates with other administrative teams across the global offices
- Supports onboarding and offboarding processes for staff
- Oversees document management, access requirements and ensures adherence to the corporate retention policy
- Maintains department-wide media and data subscriptions
- Oversees administration of the Private Equity SharePoint site
- Provides support in the management of the Client Relationship Management System (CRM) and facilitates training requirements
- Stays informed of schedules, events, team vacation/travel and department-wide updates
- Coordinates timely delivery of department communique with the administrative team
- Liaises with internal and external parties to develop and maintain efficient workflows, and promote cross-departmental collaboration
- Co-ordinates team events and socials
- Provides additional administrative services to support the growth and expansion of the Private Equity program, including general clerical services such as printing, photocopying, formatting, scanning, and ad hoc requests with an emphasis on confidentiality
- Serves as backup support to administrative team members when they are unavailable or on vacation
- Ensures adherence to BCI policies, directives, and governance; supports BCI’s values, and fosters an environment that is aligned with BCI’s unique culture
Benefits
- performance-based incentive plan
- comprehensive health & dental benefits
- defined benefit pension plan
- paid time off
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
