Executive Assistant and Divisional Coordinator, Strategy, Planning and Public Affairs

BC Transit•Victoria, BC

2d•Hybrid

About The Position

This role provides high-level executive and divisional coordination support to the Vice President, Strategy, Planning and Public Affairs, in a portfolio that includes corporate strategy, service planning, government relations, communications, marketing, revenue development, and stakeholder engagement. The role operates in a dynamic, deadline-driven environment, often managing multiple urgent deliverables at once. The position requires someone who is proactive, anticipates needs, and is comfortable stepping in to improve processes, documentation, and ways of working, rather than being a passive administrator. The role offers direct executive partnership, fast-paced and varied work, opportunities to leverage and build technical skills (including AI), and a chance to work within a creative and engaged division with visible impact on executive decision-making, Board and Commission governance, and province-wide transit planning conversations. This role is not suitable for individuals seeking a slower or routine pace, purely social or event-focused work, those uncomfortable with structure and constraints, or those who dislike structured events or formal processes related to union or governance support.

Requirements

Strong executive judgment and discretion in handling confidential and sensitive matters
Exceptional attention to detail, especially when reviewing documents, briefing notes, and presentations
Ability to manage multiple competing priorities while maintaining accuracy and professionalism
Technical confidence and curiosity, with interest in learning and applying new digital tools and AI-enabled ways of working
Clear, confident written communication, with strong editing and proofreading skills
Organizational and coordination strength, supporting complex calendars, meetings, and deliverables
Comfort working with senior leaders, boards, commissions, and elected officials

Responsibilities

Reviewing documents for quality, accuracy, clarity, and alignment before they reach senior leaders, partners, or elected officials
Drafting and refining clear, well-structured briefing notes, presentations, and executive correspondence
Coordinating meetings, calendars, logistics, and materials for executive, Board, Commission, and divisional activities
Supporting divisional communications and engagement activities, including newsletters, retreats, and internal updates
Managing records, finance tracking, purchasing, and administrative processes with precision and consistency