EXEC ADMIN - Executive Administrative Assistant, Global Marketing

Position: Executive Administrative Assistant, Global Marketing
Classification: E15
Salary: $61,966.26 - $70,087.08
Status: Temporary, Full Time (13 months)
Location: Vancouver, BC
Work Option: Hybrid
Flexible work options are available, subject to an approved telework agreement; Hybrid work is available for employees residing within the Vancouver, Coast and Mountains (VCM) region and enables employees to telework from their home up to 3 days a week with in office days on Wednesdays and Thursdays.
Closing Date: January 3, 2025 at 4:00pm
Position #: 00111302
Competition #: DBC-2024-27

If you are interested and you meet the selection criteria, please respond to this link with your cover letter and CV prior to 4 PM on January 3rd, 2025

You must be a Canadian citizen, permanent resident or hold a valid work permit to apply for this temporary opportunity.

The initial salary for this position will start at the beginning of the listed salary range with the opportunity to advance up the pay grid in annual increments. An eligibility list may be established.

Destination BC is recognized globally for our strong, authentic brand, our award-winning creative and leading-edge marketing, and our destination management strategies. We work hard, play to our strengths, support each other unreservedly, and consider it a privilege to share the transformative power of BC’s experiences with the world. We offer the opportunity to love what you do by engaging in exciting and innovative work and immersing yourself in a collaborative work culture that is committed to empowerment and employee learning and development. Our primary workplace model is a combination of in office and work from home based on a split week giving you the best of both worlds.

Destination British Columbia (Destination BC) is a Provincially funded, industry-led Crown corporation that supports a strong and competitive future for BC’s tourism industry through a combination of global marketing, destination development, industry learning, cooperative community-based programs, and visitor servicing. Destination BC’s programs help to improve the visitor experience, support businesses and communities across the province, and strengthen BC’s worldwide reputation as a destination of choice. For more information about Destination BC’s programs and services, please visit www.DestinationBC.ca.

Destination BC is committed to ensuring diversity, equity, and inclusion within our organization and in all aspects of our work, and welcome applications from all qualified job seekers. If you are an applicant with a disability, we will ensure workplace accommodations are in place to enable you to do your best work.

A safe and respectful workplace for all employees is a leading priority for our organization, and as part of this, we are committed to the health and safety of our employees, industry partners, sub-contractors, and community.

For inquiries regarding accommodation requirements, or to learn more about our commitment to the health and safety of our employees, please contact dbccareers@destinationbc.ca. For more information about Destination BC’s programs and services, please visit www.DestinationBC.ca.

PURPOSE OF THE POSITION

The Executive Administrative Assistant (EAA) provides the full range of administrative support to the Vice President, Global Marketing. This position handles both confidential and routine matters, maintaining communications channels with key industry and government partners, and senior staff in Destination BC.

This position works in a demanding executive environment with limited direction. The EAA must make decisions independently and requires superior administrative and organizational abilities to handle a high volume of competing tasks to meet deadlines. The role requires efficient handling of a variety of sensitive and confidential material, policy and operations issues. The EAAs works with the VP, Executive and Directors to coordinate, track, monitor and report of a wide variety of issues, projects and assignments. The EAA works closely with the Vice President, Global Marketing and the CEO’s office to ensure the efficient and effective flow of information across the organization.

The Executive Administrative Assistant also arranges complex meetings, travel itineraries both nationally and internationally, and travel expenses. This position develops and maintains a series of administrative systems to ensure the efficient and effective management of division and corporate records including, financial processing and tracking.

SPECIFIC ACCOUNTABILITIES

• Ensures the smooth and effective operation of the Vice President’s office by independently solving problems and implementing and maintaining appropriate systems and procedures throughout the corporation;
• Manages the Vice Presidents electronic calendar by determining priorities and urgent situations, scheduling meetings or time, and making changes and adjustments as required;
• Ensures the Vice President is adequately prepared for meetings by anticipating meeting needs and undertaking appropriate actions to meet those needs;
• Coordinates travel arrangements and completes all related travel authorizations and expense reimbursements;
• Arranges meetings and events with a variety of participants and coordinates the logistics, including facilities and catering;
• Conducts occasional online research and prepares materials for meetings, such as agendas, PowerPoint presentations and background/briefing materials; as well as takes and transcribes minutes;
• Develops, implements, and maintains administrative systems, procedures and standards, including executive correspondence, templates, records management, and mail processing;
• Types, formats and proofreads a variety of documents and materials such as memos, presentation materials, graphs, tables, reports, briefing notes, spreadsheets, and Cabinet Submissions from drafts or hand-written notes using Microsoft tools;
• Composes or prepares routine and non-routine correspondence, based on information or notes provided, for the approval and signature by the Vice President, Global Marketing;
• Monitors the operational budget for the Vice President, Global Marketing office as well as the Global Marketing Division;
• Applies delegated expense authority for administrative expenses;
• Supports collaboration and operational effectiveness across the organization by providing assistance to other administrative assistants and teams as needed;
• Other related duties as required.

JOB REQUIREMENTS:

• Grade 12 graduation or completion of recognized business or administrative courses, or equivalent combination of education and experience;
• Proven five years’ experience in an administrative role, including one years’ experience in a senior management or executive office setting;
• Experience maintaining records, filing and correspondence tracking systems, accounts processing, preparing meeting agendas, taking and transcribing minutes and drafting correspondence; and
• Office experience working in a confidential capacity.
• Preference may be given to candidates with experience with the BC Public Service.

COMPETENCIES

• Concern for Order reflects an underlying drive to reduce uncertainty in the surrounding environment. It is expressed as monitoring and checking work or information, insisting on clarity of roles and functions, etc.
• Organizational Awareness is the acumen to appreciate and the ability to use the power relationships in either one's own, or other, organization(s). This includes the ability to identify the real decision-makers and the individuals who can influence them; and to predict how new events or situations will affect individuals and groups within the organization.
• Planning, Organizing and Coordinating involves proactively planning, establishing priorities and allocating resources. It is expressed by developing and implementing increasingly complex plans. It also involves monitoring and adjusting work to accomplish goals and deliver to the organization's mandate.
• Communicating involves exceptional formal and informal communication skills, both verbal and written, to elicit and share information among project team members at all levels of seniority. A high level of discretion is required to know what information is confidential, how and when information can be shared, and communicating in an appropriate manner with all stakeholders.
• Teamwork and Cooperation is the ability to work co-operatively within diverse teams, work groups and across the organization to achieve group and organizational goals. It includes the desire and ability to understand and respond effectively to other people from diverse backgrounds with diverse views.

INDIGENOUS RELATIONS BEHAVIOURAL COMPETENCIES

• Self-discovery and Awareness means understanding one's thoughts, feelings, values and background and how they impact the success of the interaction and relationship, or how they may influence one's work. It is recognizing one's own biases by tracing them to their origins, through reflection and by noticing one's own behaviour-and then intentionally seeking a way forward that positively impacts the interaction and relationship. It means maintaining new ways of thinking and acting when situations become difficult or uncertain, or in times of urgency.
• Sustained Learning and Development means continually increasing your ability to build and maintain respectful and effective relationships with Indigenous peoples. Central to this competency is appreciating that there are many other cultural understandings of knowledge and ways of working that have legitimacy and deserve respect-and therefore require our continual learning and development, including direct exposure to cultural and community ways. It includes an eagerness to continually reflect upon and assess your own level of cultural agility and competence, self-awareness and expertise. It means being willing to learn in new and different ways and appreciating how diverse ways of thinking and acting can ensure the success of the BC Public Service in supporting Indigenous self-determination.
• Cultural Agility is the ability to work respectfully, knowledgeably, and effectively with Indigenous people. It is noticing and readily adapting to cultural uniqueness to create a sense of safety for all. It is openness to unfamiliar experiences, transforming feelings of nervousness or anxiety into curiosity and appreciation. It is examining one's own culture and worldview and the culture of the BC Public Service, and to notice their commonalities and distinctions with Indigenous cultures and worldviews. It is recognition of the ways that personal and professional values may conflict or align with those of Indigenous people. It is the capacity to relate to or allow for differing cultural perspectives and being willing to experience a personal shift in perspective.

ORGANIZATION CHART
President and CEO
Vice President, Global Marketing
Executive Administrative Assistant, Global Marketing

HOW TO APPLY & APPLICATION REQUIREMENTS:

To be considered for this position, your application must clearly demonstrate how you meet the education and experience as outlined in the job requirements section above. Applicants selected to move forward in the hiring process may be assessed on the knowledge, skills, abilities and competencies as outlined in the above Job Description. A Criminal Record Check (CRC) will be required.

A cover letter is required as part of your application. The content and/or format of your cover letter may be evaluated as part of the assessment process.

A resume is required as part of your application. Ensure your resume includes your educational accomplishments, employment history including start and end dates (month and year) of your employment, and any relevant information that relates to the job to which you are applying.

As part of the application process, you will be prompted to complete an online questionnaire to demonstrate how you meet the job requirements. Responses to this questionnaire will be used to shortlist applicants against the job requirements.

Please allot approximately 30 minutes to complete the application.

Only applications submitted using the online application portal will be accepted.

If you are interested and you meet the selection criteria, please respond to this link with your cover letter and CV prior to 4 PM on January 3rd, 2025