Admin & HR | Executive Assistant, VP Public Affairs & Marketing - Contract

Victoria

6-month Term

The Opportunity

We are seeking a highly skilled and proactive Executive Assistant to support our Vice President, Public Affairs & Marketing. This is more than a traditional administrative role. You’ll be a trusted partner, strategic coordinator, and key contributor operating at the heart of a dynamic, high-profile division. You are Highly proactive with dynamic anticipation of executive's needs. Your work also requires comprehensive experience and skill, and exceptional judgement and discretion.

If you thrive in a fast-paced environment, anticipate needs before they arise, and bring exceptional judgement and discretion, this is an opportunity to make a meaningful impact.

The Role

Reporting directly to the Vice President, Public Affairs & Marketing, you add value by key areas of oversight such as:

• Providing a broad range of high-level administrative support functions to the Vice President;
• Managing an extremely active and dynamic calendar of meetings, appointments, travel, and activities, ensuring the VP’s schedule is maintained and respected, and independently making scheduling decisions on behalf of the VP;
• Providing a bridge for smooth communication between the VP’s office and the division, BCF leaders and staff, and external audiences, while demonstrating leadership to maintain credibility and trust;
• Anticipating upcoming commitments and responsibilities to ensure the VP is informed, prepared, and appropriate follow-through is achieved;
• Proactively and expeditiously prioritizing conflicting issues and following through on projects to successful completion, often within tight deadlines;
• Coordinating and tracking requests for review, approval, correspondence, briefing notes, issues notes, news releases, and other key divisional deliverables, ensuring materials meet editing, approval, formatting, and template standards;
• Overseeing divisional e-filing efforts to ensure standards for file location, naming conventions, and archiving are understood and met;
• Working closely with the Corporate Secretary’s office and senior leaders to prepare documentation for Board meetings;
• Supporting the VP in ensuring corporate and divisional policies are understood and followed, including expenses and vacation tracking;
• Liaising with internal and external groups on behalf of the VP to plan and prepare meetings, including securing venues, arranging catering, and preparing materials;
• Developing and managing the division’s annual budget, including preparing variance reports, monitoring expenditures, processing invoices and purchase orders, and preparing monthly expense reports;
• Planning and managing all aspects of people leader and divisional meetings, including off-site events requiring travel, accommodation, and catering;
• Assisting division members with coordinating off-site community events and speaking engagements;
• Composing and preparing correspondence, arranging detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings;
• Researching and coordinating Freedom of Information requests to ensure adherence to statutory timelines, liaising with FOI management teams and advisors, and attending quarterly divisional representative meetings;
• Providing temporary backup support to the Executive Assistant to the President and CEO during absences;

What you bring to the team

• A certificate or diploma in Business or Office Administration (or a related discipline), with a bachelor’s degree preferred
• Minimum 7 - 9 years of progressively responsible administrative experience
• 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

Join us!

If this sounds like your next great career move, please submit your cover letter and resume by April 14, 2026.

Additional information

The target salary range: $66,500 - $83,100 per annum. The starting salary is determined based on the successful candidate’s knowledge, experience and internal equity.