English (United States)

Executive Assistant

Req #107
Victoria, BC, Canada

Job Description

Posted Friday, September 1, 2023 at 7:00 AM | Expired Saturday, October 28, 2023 at 6:59 AM
Do you want to work for one of BC’s Top Employers for 2023 and join an innovative, customer-centric organization?
 
The Land Title and Survey Authority of British Columbia (LTSA) is looking to hire an Executive Assistant to join our Policy and Legal Services division at our Victoria location. This role requires you to be in the office 4 days a week. 
 
Who we are:
 
The LTSA is a publicly accountable, statutory corporation that manages BC's land title and survey systems. These systems provide the foundation for all real property business and ownership in the province.
 
We offer meaningful work in the public interest. In support of the Province’s 30-point housing plan, the LTSA built and launched the Condo and Strata Assignment Integrity Register as well as the Land Owner Transparency Registry, a first-of-its-kind registry.
 
We offer an innovative, customer-centric culture. We are not your typical land title registry—we are focused on technology and innovation. We are a national and global leader in the effective automation of property registration and through technology, we are reducing turnaround time for our customers (e.g., lawyers, notaries, land surveyors, etc.) while also improving the consistency, accuracy and efficiency of our services.
This busy, hands-on role provides professional and efficient administrative, operational, and project support to the senior leadership team within the Policy and Legal Services Division. The Executive Assistant must evaluate, plan, and carry out a wide variety of administrative duties to ensure that matters are handled with confidentiality, discretion, and efficiency. The work is carried out in a confidential environment dealing with all governance, legal, legislative and policy matters involving the Division. This includes sensitive and urgent matters, and requires the Executive Assistant to maintain comprehensive knowledge of the LTSA’s mandate, priority initiatives, significant current and pending issues and linkages within the executive management group.

What you'll do:

  • Reviews and prioritizes communications and correspondence regarding policy and legal matters from a variety of sources, including Executive Team, senior management, legal professionals, senior government officials, key stakeholders, and members of the public.
  • Books and administers internal and external meetings, including arranges meeting space, prepares agenda, takes minutes, prepares and circulates meeting minutes, and tracks action items.
  • Maintains records of legal proceedings involving the LTSA, including timely filing, following naming and folder organization protocols and tracking deadlines.
  • Files and maintains records for inquiries and requests related to complaints, compliance and governance matters.
  • Undertakes routine and special projects and presentations, often on confidential or sensitive matters, conducts benchmarking and analysis and prepares written reports that provide accurate, timely, and key information necessary to support sound decision-making.
  • Manages administrative functions, i.e., maintains electronic calendars, schedules and arranges meetings, conferences, courses, workshops, appointments, and travel itinerary bookings.
  • Coordinates the division’s general service agreements and external counsel annual engagement procedures, as well as processes monthly invoices on behalf of contractors.
  • Prepares expense account reports in accordance with established requirements and policies.
  • Develops and maintains effective, current office administration systems (electronic, hybrid, or paper) such as division filing, bring forward deadlines, division budget management, correspondence tracking, and scheduling.
  • Works collaboratively with all areas of the LTSA to ensure client and service delivery matters are handled in a timely and efficient manner
  • Provides back-up reception duties on a rotational basis, which includes answering calls, responding to requests for information, distributing mail, greeting clients, providing visitors with building access, and directing meeting guests.
  • Provides back-up support to the Senior Executive Assistant such as preparing agendas, minutes, uploading confidential Board materials, etc., as required. 
     
We encourage you to apply if you have:

Education and Experience

  • Completion of a post-secondary diploma or degree in administrative management, legal assistance, or public policy, or the equivalent combination of education and experience.
  • Minimum 5 years’ experience as an Executive Assistant in progressively more responsible positions, preferably in a policy or legal  environment.
  • Experience in supporting senior management and executives, particularly managing electronic calendars, domestic and international travel arrangements, and facilitating booking of multifaceted meetings, meeting rooms, and catering.

Knowledge, Skills, and Abilities

  • Excellent written and verbal communication skills supplemented by sound knowledge of current administrative practices, protocols, and procedures.
  • Understanding of legislation, requirements, hierarchy, and processes related to regulated entities such as LTSA.
  • Able to manage confidential, sensitive issues with discretion, diplomacy and good judgment.
  • Proficient using Microsoft Office products with emphasis on Word, Excel, Teams, and OneNote, and experience using SharePoint document management system, Adobe PDF, and Aprio or similar Board management software.
  • Demonstrated ability to work with limited supervision in a fast-paced, high-demand environment using effective prioritization and time management skills.
  • Able to establish and maintain collaborative working relationships with a wide variety of individuals or groups.
  • Strong time management skills and a proactive approach to identifying and implementing areas for improvement in office procedures.
  • Able to research, analyze information and prepare reports and other documentation.
  • Highly self-motivated with ability to work independently, take initiative and manage multiple priorities with minimal direction.
We are committed to fostering a safe, respectful and inclusive workplace where all employees can share their diverse views, skills and backgrounds. Valuing employee diversity strengthens workplace trust and enhances our ability to innovate in service of our customers and partners. Our hiring practices reflect this and we are committed to ensuring that our workforce reflects where we live and work. Consider joining our team and being part of an innovative, inclusive and rewarding workplace. 

Please note applicants must be legally authorized to work in Canada.

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