Job Description

Closing Date: September 8, 2022
THE TEAM:
The Finance department is part of BCI Operations and is responsible for investment and corporate accounting, valuation, as well as financial statements and financial client reporting. The team also leads BCI’s budgeting process, tax structuring and tax compliance, finance operations and performance measurement. Working with our internal business partners, auditors and external advisors, the Finance department strives to be a trusted advisor to our internal and external clients by providing timely, accurate and relevant financial information.
WHAT YOU WILL DO:
Reporting to the Executive Assistant to the Senior Vice President, Finance & Chief Financial Officer, the Administrative Assistant performs a wide range of administrative functions in support of the efficient operation of the Finance Leadership Team and Finance department. It is imperative that the individual in this role be able to function effectively with a demanding workload, adapt to frequent changes in priorities and deadlines within a confidential environment, and execute with a high degree of accuracy and an eye for detail. This position serves as backup to the Executive Assistant.
QUALIFICATIONS:

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  Post-secondary education in Business Administration or equivalent area of study and 3+ years experience providing administrative support in a corporate office environment. A combination of education and experience may be considered for the right candidate.
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  Service-oriented mindset, strong work ethic and extremely detailed oriented, with the ability to manage a high volume of priorities and deadlines
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  Highly adaptable and confident working in a fast-paced environment; ability to multi-task in reaction to changing priorities
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  Strong organizational skills with a high attention to detail
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  Work collaboratively in a team environment as well as able to excel independently
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  Comprehensive knowledge of office practices and procedures; proficiency in Microsoft Office Suite, Microsoft Teams, Adobe Acrobat, Workday, SharePoint, Smartsheets and other common office software applications
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  A professional and discreet manner, using tact, diplomacy, discretion, and maintaining confidentiality at all times
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  Ability to maintain strong working relationships with internal staff as well as external vendors
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  Sound judgment and problem-solving skills; ability to handle high pressure situations
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  Excellent written and verbal communication skills

PRIMARY RESPONSIBILITIES:

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  First point of contact for department support, including coordinating boardroom bookings, reservations for breakfast, lunch and dinner meetings; and catering both onsite and offsite
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  Manages Visual Directory for Finance floors, ensuring new hire/contractor seating is assigned, coordinating clean up and overseeing internal moves/reconfiguration if need be
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  Assists with onboarding new hires (ensuring desk has appropriate technology requirements, access to appropriate department-wide resources) and coordinating in-person orientation travel
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  Provides registration support for conferences and courses for department, including but not limited to completing spend authorization, registering with the vendor and expense reconciliation/reimbursement
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  Provides travel coordination support for department, including but not limited to completing spend authorization, finalizing travel with employee/vendor, reviewing travel requirements and expense reconciliation/reimbursement
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  Completes travel and business expenses, and monthly credit card reconciliation
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  Assumes the role of Training Coordinator and coordinates all department/branch-level training, including but not limited to working directly with training vendor, working with Technology (if required), scheduling, boardroom bookings, testing technology with training vendor, etc.
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  Assists Executive Assistant with onboarding/extension/offboarding contractors and agency workers process and maintain up to date information on smartsheet for tracking purposes
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  Assists Executive Assistant with coordinating bi-monthly department meetings including but not limited to agenda build, compiling presentations, testing room/technology, administering post-event survey and compiling results
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  Coordinates department on-site and offsite team building and holiday events
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  Maintains distribution lists and MS Teams’ membership for department
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  Maintains and updates Finance General folder/SharePoint Online for department
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  Maintains and updates administrative and onboarding procedures, and writes other procedure documents, as needed
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  Assumes the role of Records Coordinator within department
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  Supports the implementation of Corporate/Finance projects
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  Acting as the backup to the Executive Assistant as and when required

COMPETENCIES:
High Standards, Attention to Detail

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  Effective performers strive to achieve exceptional quality and continuously seek to improve products and processes by incorporating best practices. They pay attention to details and ensure accuracy of facts and concepts in their work. They are proactive and take action without being prompted. They possess a higher inner work standard, show pride in their work, and ensure high-quality work is completed within deadlines.

Technical Expertise

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  Effective performers are knowledgeable and skilled in the administration of executive office functions. They are proficient in the use of common office software applications and conduct necessary research when met with unfamiliar tasks. They are resourceful in finding ways to accommodate requests and make the best use of available assets.

Organization and Planning

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  Effective performers have strong organizing and planning skills that allow them to be highly proactive, productive and efficient. They manage their time wisely and effectively prioritize multiple competing tasks and requests from a variety of sources, ensuring priority is given where appropriate. Should priorities adjust, effective performers have the flexibility and willingness to reorganize as required. They recognize and anticipate possible problems in workload and identify appropriate solutions. They follow through on the tasks to completion.

Teamwork

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  Effective performers are team oriented. They identify with the larger team and their role within it. They share resources, respond to requests from other parts of the organization, and support larger goals of the team as more important than personal priorities.

Accountability

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  The role receives direction from the Executive Assistant to the SVP, Finance and CFO and helps manage, coordinate and prioritize multiple needs of the Finance Leadership Team and the Finance department in an efficient and effective manner.

Communicativeness

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  Effective performers communicate in a clear, concise and accurate manner in both verbal and written communication, actively listens to requests/instructions from others and asks necessary questions to ensure understanding of the request. They display flexibility in communication style in response to events and situations. They execute everything in a professional and discreet manner, using tact, diplomacy, discretion, and maintain confidentiality at all times; and builds relationships with people whose assistance, cooperation and support may be needed. They recognize the business concerns and perspective of others.

Results Orientation

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  Effective performers maintain appropriate focus on outcomes and accomplishments. They are motivated by achievement, and persist until the goal is reached. They convey a sense of urgency to make things happen. They respect the need to balance short- and long-term goals. They are driven by a need for closure.

WHY WORK AT BCI?
BCI is one of Canada’s Top 100 Employers and has built programs and benefits to support all our employees.
BCI offers supports your professional development by providing world class learning and development programs. Within your first year you will receive training in Futures, Options and Swaps, improving your understanding and efficiency in decision-making.

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  As an employee of BCI you will have access to benefits such as:
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  Extended health and dental coverage
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  20 days’ vacation per year
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  Participation in our defined benefit pension plan
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  2 paid days for volunteering per year
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  Various wellness benefits

BCI is happy to confirm we have returned to our offices effective Monday, April 4, 2022. We will be piloting a hybrid program whereby a majority of employees may work from home up to two days per week. Please note that some positions are not eligible for hybrid work.
This role is in our Victoria-based office. We offer relocation support for the selected candidate.
BCI has previously enacted a mandatory COVID-19 vaccination policy to safeguard the wellbeing of all employees. This policy is currently suspended and may be reinstated based on level of risk to BCI employees or Provincial Health Order requirements.