Executive Assistant to the Executive Offices

Req ID:  1229
Business Unit:  Executive Services
Division:  Executive Services
Shift:  Regular
Rate of Pay:  $84,044.07 - $98,875.32 yearly
Hours of Work:  70 hours bi-weekly
Posting Date:  Jan 13, 2025
Closing Date: 

Leadership Opportunity

Req ID: 1229 

Business Unit: Executive Services 

Division: Executive Services

Regular/ Auxiliary: Regular

Rate of Pay: $84,044.07 - $98,875.32 yearly 

Hours of Work: 70 hours bi-weekly

Posting Date:  January 13, 2025

Submission review to begin January 27th - competition will remain open until filled.

Position Purpose

Reporting to the Manager, Executive Operations, the  Executive Assistant to the Executive Offices provides confidential executive administrative support to the CAO, the CRD Board Chair and the Executive Leadership Team. The incumbent works closely with senior staff of Executive Services, including coordinating and providing confidential services accurately with discretion in a manner that is conducive to positive and effective employee, labour, and public relations. This is a confidential role with sensitive executive, personnel, and labour relations duties and relevant confidential matters on behalf of the Employer.

Key Accountabilities/Position Outcomes

  • Provides confidential executive administrative support for the CAO, Board Chair, General Manager, Corporate Services and Manager, Executive Operations. Anticipate daily needs, organizes, and compiles accurate briefing materials and ensures security of confidential and restricted documents and information.
  • Arranges and coordinates meetings, prepares and distributes agendas, prepares briefing materials, and packages, and arranges travel.
  • Attends Executive Leadership Team (ELT) meetings and prepares minutes and follow up items ensuring deadlines are met. Provides support to the Executive Leadership Team as required.
  • Provides a point of contact for the Executive Offices of the CRD.    
  • Maintains the Infolinx records management system including the storage, retrieval, and destruction of records for the Department.
  • Prepares detailed and complex correspondence, reports, and statistical information. 
  • Prepares business expense forms, processes invoices, and reconciles purchasing card expenditures.
  • Supports a variety of corporate wide initiatives, projects, and programs.
  • Provides coordination and guidance as a SharePoint Champion and ensures that records are current, and information is easily accessible and retrievable.
  • Receives incoming and tracks outgoing correspondence to ensure correspondence is completed, circulated, and filed in a timely manner. 
  • Provides support and may backfill staff, including those with access to highly confidential human resource materials.
  • Provides break and relief coverage to staff in the Executive Operations division. 
  • Organizes internal and external events, forums, meetings, and ceremonies as necessary.
  • Other duties as required.

Additional Information

  • None

Qualifications

  • Technical diploma or degree in a related discipline
  • A minimum of 5 years' directly related experience

Certifications

None

Role Specific Knowledge, Skills, and Abilities

  • Progressive experience working with senior level staff.
  • General understanding of relevant legislation and concepts applicable to an Executive Office and support setting. 
  • Ability to understand policies and procedures.
  • Proficiency and experience with SharePoint, MS Word, MS Excel, and Outlook
  • Experience with enterprise resource systems, such as SAP would be an asset.
  • Ability to edit and proof correspondence with a high degree of accuracy, including materials of a confidential and sensitive nature.
  • Excellent communication (verbal & written), customer service, public relations and partnering skills.
  • Must be able to effectively establish and maintain positive relationships with staff and all levels of management.
  • Ability to deal tactfully, courteously, and effectively with the public, staff, and management.
  • Use good judgement to make decisions and take actions that move issues closer to closure.
  • Ability to support staff, including senior staff and the public on a wide variety of issues.
  • Demonstrate integrity, consistency, and support of CRD goals, objectives, and policies.
  • Ability to work independently, organize workload and set priorities. Flexible and willing to change priorities to meet constantly changing and unrelenting deadlines.
  • Ability to record accurate minutes and maintain records and proceedings on confidential matters.
  • Able to utilize innovative effective problem-solving techniques to deal with technical issues.
  • Excellent computer literacy to effectively operate office computer applications.

Leadership Profile

CRD Leaders are champions for creating an accountable, high performance, service-oriented organization that makes a difference in our community.  They pay attention to shifts and trends in an ever-changing and complex environment and think strategically to serve residents, businesses and local governments today while developing a sustainable organization for the future.  The following is a leadership summary for this position.


Business and Technical Support Services Contributor Level 4 (A4)  


Leaders at this level are generally recognized as having developed specialized knowledge and skills in their area of expertise and are technical specialists within their own area.  They respond to a range of complex problems and situations, and share experience with others to meet objectives in their own area.  Working on assignments independently or with minimal supervision, they manage their own time and the time of others as a team leader and coordinate work beyond their own area of expertise.
While CRD Leaders are accountable to all Leadership Competencies, the competencies listed below have particular relevance to this position.  Click here for a complete definition of our Leadership Levels and Competencies.

Leadership Competencies

Understands the Politics
Builds Partnerships
Is Accountable for Results
Models Integrity
Develops Self

APPLICATIONS

To apply for this exciting opportunity, please click "Apply now" to submit your resume and covering letter online.

We welcome all qualified applicants to apply and may consider a combination of experience, education and/or training where possible.

The Capital Regional District wishes to thank you for your interest and advises that only those candidates under active consideration will be contacted.

 


We value the diversity of the people we hire and serve. In our commitment to bring differing perspectives to our workplace, and to deliver the best possible service to our customers, we encourage and welcome applications from all people with diverse backgrounds, abilities, and lived experiences.

Accommodations will be provided upon request during the selection process.

If you require assistance, please email us at careers@crd.bc.ca