(N-955) - Administrative Assistant

(N-955) - Administrative Assistant

We have an exciting opportunity for an Administrative Assistant, General to join our Information Services Division (ISD) in Victoria. As an Administrative Assistant, General, you will be a key resource in the department, coordinating and assisting with day-to-day operations while supporting the team in various administrative tasks.

The scope of the role includes:

- Providing assistance to managers and the department; anticipating needs and taking independent action on a broad range of administrative tasks.
- Calendar and inbox management, booking meetings, resolving scheduling conflicts.
- Onboarding & offboarding staff, consultants, co-ops, interns, contractors, and managers,



including managing access requests and technical equipment requests.
- Coordination of department meetings and large events.
- Providing administrative assistance to the teams in the group.
- Preparing and maintaining documents, correspondence, reports, presentations, and statistics, demonstrating proficiency in Word, Excel, and PowerPoint.
- Project reporting support, including correspondence with project leads, trend/issue analysis, and assisting with the creation of bi-weekly project reports.
- Financial/budgeting support, including running SAP reports, variance reporting, journal vouchers, shopping carts, and managing the office supplies budget.

In addition to providing administrative support, you will help with space planning initiatives, ensuring appropriate online filing and organization of key business documents, and overseeing SharePoint access for the department. You will work closely with HR and other teams as needed to address departmental needs, such as time entry or HR-related questions.

Position Requirements

- Proven ability to proactively collaborate in an administrative role,



helping build efficient and effective processes and communications for the managers and teams supported.
- Demonstrated experience working with Tableau and retrieving data for reporting purposes.
- Experience working with SAP and resource scheduling.
- A strong customer service attitude with effective interpersonal skills, including the ability to use tact and discretion while managing a wide range of administrative tasks in a fast-paced environment.
- Ability to multitask and independently complete activities to support the department.
- A strong working knowledge of spreadsheets, word processing, and other productivity and business software—specifically MS Word, Excel, and PowerPoint. Knowledge of SharePoint and SAP is considered an asset.
- Proficiency in the MS Office suite, including MS Teams and Outlook.
- Described as a self-starter who can juggle many tasks at once,



with excellent attention to detail and the ability to quickly learn new systems and processes.
- A strong communicator and team player who is always ready to support the team and fellow administrative professionals.

Work arrangements defined:

- Resident – you will work at your primary in-office headquarters on all scheduled work days.
- Hybrid 8 – you will work a minimum of 8 days in a 4-week period at your primary office headquarters (typically 2 days per week). The remaining days will be remote within British Columbia.
- Hybrid 10 – you will work a minimum of 10 days in a 4-week period at your primary office headquarters (typically one week in/one week out or up to 3 days per week).



The remaining days will be remote within British Columbia.
- Mobile – you will work a significant amount of time in the field, in addition to working from an office and optionally working remotely within British Columbia.

The original job offer can be found in Kit Job:
https://www.kitjob.ca/job/90470923/n-955-administrative-assistant-victoria/?utm_source=html