Executive Assistant, Engineering

BC Ferries•Vancouver, BC

1d•CA$66,500 - CA$83,100•Hybrid

About The Position

At BC Ferries, our people help connect coastal communities every day. Behind every successful executive leader is a trusted partner who anticipates needs, solves problems before they arise, and ensures priorities move forward seamlessly. We are seeking a highly experienced Executive Assistant to support our Vice President, Engineering. In this pivotal role, you'll provide executive-level support to one of BC Ferries' most complex and strategically important portfolios, serving as a trusted advisor, strategic coordinator, and key contributor to the success of the Engineering leadership team. This is far more than a traditional administrative role. You'll manage competing priorities with confidence, exercise exceptional judgment and discretion, coordinate sensitive and high-profile initiatives, and anticipate executive needs before they arise. Your ability to build strong relationships, navigate complexity, and keep operations running smoothly will be essential to the success of both the Vice President and the broader Engineering division. If you're an experienced executive support professional who thrives in a fast-paced environment, enjoys working at the executive level, and takes pride in delivering exceptional administrative and operational support, we'd love to hear from you.

Requirements

A certificate or diploma in Business or Office Administration or a related discipline
A minimum of 7 - 9 years of experience in a senior administrative or executive support role
Confident, professional presence with an assertive, engaging interpersonal style
Excellent interpersonal skills
Agile decision-making and judgement within a fact paced, dynamic environment, often working with tight deadlines
Ability to manage and prioritize multiple projects simultaneously while demonstrating composure and confidence
Superior communication skills, both written and verbal
Well defined ability to work independently with accountability and discretion
Strong ability to proactively address issues and resolve problems, making appropriate recommendations and proposing solution alternatives using sound judgement
Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams, OneDrive) and SharePoint

Responsibilities

Providing professional, proactive, complex, confidential executive administrative support while anticipating needs, managing competing priorities and time-sensitive matters, identifying challenges and implementing effective solutions
Managing a highly active and dynamic executive calendar, coordinating meetings, appointments, travel, and key priorities while independently making scheduling decisions to optimize the Vice President's time
Serving as a trusted liaison between the Vice President's office, Engineering leadership, internal stakeholders, and external partners, fostering effective communication and maintaining strong, credible relationships
Anticipating upcoming priorities, commitments, and deadlines to ensure the Vice President is well-informed, fully prepared, and appropriate follow-up actions are completed
Coordinating all aspects of executive travel, including itineraries, accommodations, logistics, and expense reporting, ensuring compliance with corporate policies and procedures
Applying extensive knowledge of organizational policies, procedures, and business practices to support executive operations and advance divisional objectives
Handling highly confidential and critical information with discretion, professionalism and sound judgment
Supporting strategic initiatives and special projects, including preparing and coordinating Board materials, executive reports, and confidential documentation
Researching, gathering, analyzing, and compiling information to support executive decision-making, presentations, meetings, and discussions with senior leaders, external stakeholders, and departmental teams
Preparing, reviewing, editing, and coordinating high-quality correspondence, reports, presentations, briefing notes, and other executive communications
Planning and coordinating leadership forums, speaking engagements, conferences, and large-scale departmental events while ensuring all logistics, materials, and support requirements are in place
Representing the Vice President, as delegated, by responding to inquiries, managing correspondence, and maintaining effective communication with leaders, colleagues, and external stakeholders
Exercising sound judgment in making administrative decisions, determining priorities, managing executive correspondence, and coordinating complex scheduling requirements within established guidelines
Managing the Engineering division's annual operating budget, including monitoring expenditures, preparing variance analyses, processing invoices and purchase orders, and coordinating monthly expense reporting
Organizing, maintaining, and safeguarding executive records, confidential documents, and departmental files to ensure accuracy, accessibility, and compliance with record management practices
Providing guidance, coordination, and functional support to administrative team members, fostering collaboration and consistency across the department
Working independently with minimal supervision while demonstrating initiative, adaptability, exceptional organizational skills, and a commitment to delivering high-quality executive support