Senior Administrative Assistant

MatchBox Consulting Group is currently seeking a Senior Administrative Assistant (6 Month Contract role) at a public sector client of ours located in Victoria. This role is on-site 5 days per week in the clients Victoria, BC office.

Pay Rate: $45.00 to $60.00/hour

POSITION DESCRIPTION

Reporting to the Senior Executive Assistant to the CEO/CIO, the Senior Administrative Assistant is detail oriented, and performs a wide range of administrative functions, in support of the efficient operation of the Office of the CEO/CIO, adapting to frequent changes in priorities and deadlines within a highly confidential environment. The Senior Administrative Assistant also serves as backup to the Senior Executive Assistant as and when required.

PRIMARY RESPONSIBILITIES

The Senior Administrative Assistant collaborates closely with the Senior Executive Assistant to carry out the subsequent duties:

• Coordinates domestic and international travel and accommodation for the CEO/CIO and Board, with a strong understanding of booking policies.

• Administers travel approval requirements relating to the above-noted travel, including visas and applicable travel documents.

• Completes travel and business expenses, relating to the Office of the CEO/CIO and Board Directors in Workday.

• Reconciles monthly credit card reports in Workday.

• Reviews the CEO’s quarterly expense reports and collaborates with the Corporate Accounting team to rectify variances.

• Manages the upkeep of the CEO/CIO’s Outlook Contacts Directory.

• Maintains and organizes the Office of the CEO/CIO’s Digital Filing System in SharePoint.

• Screens incoming phone calls and visitors to determine the nature and priority of the inquiry/ request.

• Coordinates and arranges all logistics for both onsite and offsite activities of the Executive Committee and the Board, and makes required adjustments promptly to accommodate unforeseen schedule requirements.

• Maintains membership and subscription renewals of the Office of the CEO/CIO and Board

• Supports miscellaneous administrative tasks.

• Is cognizant of policy and directive changes and informs the Office of the CEO/CIO accordingly.

• Actively adheres to compliance and risk management policies and participates in business continuity planning.

CANDIDATE QUALIFICATIONS

• Minimum of three (3) continuous years of recent (within the last six (6) years) experience providing administrative support at the executive level.

• Skilled in using Microsoft Office Suite, Adobe software, and SharePoint for efficient document management and collaborative work.

• Highly organized with exceptional attention to detail, ensuring accuracy and thoroughness in all tasks and projects.

• Adept at managing multiple tasks simultaneously and adjusting priorities dynamically to meet changing demands and deadlines.

• Demonstrates excellent judgment and strong problem-solving abilities, making sound decisions and resolving issues effectively.

• Exhibits diplomacy, tact, and discretion, maintaining confidentiality and professionalism in sensitive and high-stakes situations.

• Experienced in using Outlook for calendar management and MS Teams for communication and collaboration, ensuring seamless scheduling and coordination.

• Maintains calm professionalism and resiliency while working under pressure in fast-paced environments with multiple priorities and tight timelines.

• Extensive experience in booking and managing all aspects of executive travel, including flights, accommodations, events, and dining arrangements, as well as handling last-minute changes efficiently.

• Demonstrates exceptional attention to detail, ensuring precision and accuracy in all tasks and deliverables.

Preferred:

• Ability to work effectively in a close, interdependent team environment.

• Demonstrates working proficiency in Workday, efficiently utilizing the platform for various HR and financial management tasks.

• Skilled in shifting and reorganizing priorities dynamically to accommodate changing demands and ensure timely task completion.

For more current job opportunities, Follow MatchBox at linkedin.com/company/matchbox-recruitment/

_________________________

About MatchBox

Headquartered in downtown Vancouver and serving clients nationally, MatchBox is one of the leading recruitment and solutions firms that specializes in the fields of IT & Technology, Engineering & Technical, Real Estate & Construction, and Accounting & Finance. We offer unrivaled expertise with our team's extensive experience in the recruitment and professional services industry. We are dedicated to building great connections and creating strong opportunities within the workforce and the labor market.

Equal Opportunities

MatchBox is committed to providing equal opportunities for all applicants. We welcome and encourage applications from people of all backgrounds, including members of minority groups such as racialized individuals, people with disabilities, LGBTQ+ individuals, and Indigenous peoples. It is a priority for us that all candidates are treated fairly and without discrimination. Our recruitment teams receive ongoing training on using objective criteria for evaluating candidates and other related topics to create an inclusive and welcoming environment for all.

Work Permits

Please note that we require all interested candidates to obtain the necessary work permits from the Government of Canada prior to submitting an application. This position is open exclusively to individuals residing in Canada and legally authorized to work in Canada. Applications not meeting these criteria will not be considered.

Further Consideration

We receive a high volume of applications and are only able to contact candidates who are selected for further consideration.

Find out more at www.matchboxhr.com