Assistant to Director

Job Title: Assistant to Director
Job ID: 77566
Location: Vancouver, British Columbia

Overview: 
The Administrative Professional completes administrative tasks to optimize the capacity of senior management (Director level and above) and staff in support of achieving the business group’s goals. Works closely with Director and direct report team to manage the overall administrative functions of the department; helping to coordinate to ensure key deliverables are executed and contributing to the engagement of the team and relationship with external stakeholders. Ideally will also contribute/lead certain projects, initiatives, reporting, analysis. The NIA Planning & Strategy group works across the organization to ensure our service to our 14 remote microgrids around the province and advance a transformation strategy for the company to integrate more renewable energy.

What you will be doing:

• Maintaining, coordinating and integrating calendar, email and files; booking and managing meetings and conference calls; managing correspondence to ensure all items are prioritized and dealt with in a timely manner through maintaining a “prioritized bring forward” system; providing back up materials prior to all meetings including the retrieval of materials and preparation of agendas; and prioritizing, managing, and communicating deadlines/action items.

• Coordinating meetings, communications and approvals with the offices of the executive steering committee members

• Ensure and maintains open flow of communications between Director, direct reports, and extended team including:

  • Documenting and following up on outstanding action items; preparing/drafting meeting agendas/minutes, presentation and other material for distribution.

  • Maintaining the departmental organizational chart, ensuring the departments’ contact lists are up to date and maintain the overall email distribution lists.

  • Managing content and security permissions for the department SharePoint sites

• Allocate the acquiring manager’s time effectively by planning, scheduling, and coordinating the acquiring manager’s activities, according to previously set standards. 

• Communicate professionally on behalf of the acquiring manager by writing emails, notes, and meeting agendas, and responding to requests from employees and third parties, following the company’s Business Communication Guidelines. 

• Complete the work assigned by the acquiring manager by using advanced skills in MS Office applications as well as applicable office procedures, while providing status reports as required. 

• Assist the acquiring manager in performing financial tasks such as processing expense claims and accounts payable documents, reviewing variances reports, performing document/record management, and coordinating the budget development process as well as coordinating events, as assigned. 

• Increase the group’s capacity to work on business goals by facilitating the staff’s select administrative tasks, as agreed on with the acquiring manager. 

• Provide advice to the acquiring manager and assigned business group or project team by researching, developing, presenting options, and taking appropriate action to solve basic technical issues and more complex administrative issues. 

• Maintain confidentiality by using appropriate discretion in communication, data, and daily business practices following the company's Privacy Policy.

What you must have:

• High School graduation 

• Post-secondary education in Office Administration or any business-related discipline, an asset 

• Advanced typing skills 

• Advanced English skills for professional environment, written and spoken 

• Advanced MS Office skills (Word, Outlook, and PowerPoint)

• Post-secondary education or equivalent.

• We may consider those with an equivalent combination of education, training and experience.
  Minimum 5 years senior level administrative experience or equivalent within a corporate environment performing a range of diverse, confidential, administrative support duties.

• High level of interpersonal and communications skills, both verbal and written, tact and diplomacy.

• Exceptional attention to detail.

• Strong team player with excellent time management, proven ability to multi-task, prioritize and adapt easily to shifting priorities when required, especially with tight and unpredictable and/or conflicting deadlines, while maintaining flexible, and supportive attitude.

• Self starter who is proactive in identifying and proposing solutions to issues that arise using sound judgment and decision-making skills.

• Highly proficient in Microsoft Word/Excel/Outlook/PowerPoint/SharePoint; adapt at learning new systems such as SAP (HR & Financial), collaboration platforms such as MS Teams.

• Ability to prepare, format and finalize correspondence and/or reports using word processing/spreadsheet/database/presentation graphics application programs.

Salary Range/Rate: $30 - $36 per hour


Term: 12-month contract; most likely to extend



For more information about TEEMA and to consider other career opportunities, please visit our website at www.teemagroup.com