Executive Assistant

About Us

BGC Engineering Inc. (BGC) is an international applied earth sciences professional services firm. We are proud of our talented team of over 700 employees, spanning the fields of Engineering, Geoscience, Software, Geomatics, Data Science, Accounting, Administration, Health & Safety and Human Resources.  Alongside our clients and industry partners, BGC works collaboratively as ‘One Team’, dedicated to solving the world’s most critical applied earth science challenges. BGC has offices located across Canada, the United States, Chile, the Dominican Republic, and Australia.

Our flat management structure creates a culture of innovation, excellence and transparency and a casual, dynamic and inclusive work environment. BGC prides itself on offering training and mentoring opportunities to further our employees’ professional growth as well as social and wellness activities that contribute to the connection and wellbeing of our team.

We believe in One Team, Excellence, Curiosity, Common Sense and Clarity.

The Role 

No two days are the same in this fast-paced role! We are seeking a proactive, resourceful, and collaborative Executive Assistant to provide high-level support to multiple leaders across different business functions. This position requires the ability to adapt quickly and prioritize effectively.  This position will be based in our Vancouver office. 

The ideal candidate will be an integral member of a team of Executive Assistants, working together to enable the success of our executives (Management Team) by anticipating needs, optimizing workflows to increase productivity, and supporting the achievement of strategic initiatives. You will play a role in helping executives focus on high-priority tasks by managing their time effectively and organizing all logistical aspects of their work. Strong organizational and time-management capabilities, excellent communication skills, and the ability to thrive in a constantly evolving environment are essential to success in this role.  
 

Responsibilities 

• Calendar Management: 
  • Manage complex calendar scheduling for multiple members of the Management Team, ensuring efficient scheduling and considering various time zones.
  • Proactively anticipate and address dynamic scheduling needs in a fast-paced environment.  

• Travel Planning: 
  • Coordinate all aspects of travel arrangements for the Management Team, including flight bookings, accommodations, and meeting logistics.
  • Assist with travel planning and coordination for team members as needed. 

• Meeting & Event Coordination: 
  • Ensure the seamless coordination of meetings and events by arranging logistics for internal business and client meetings, including preparing materials, managing attendee lists and travel arrangements, booking meeting rooms, organizing catering, and minute-taking.
  • Support organizing company events, such as team-building activities, client events, and social engagements. 

• Administrative Support: 
  • Assist with administrative tasks including processing expense reports, handling invoices, and submitting work hours each week.
  • Anticipate the needs of leaders and take proactive steps to address them. Continuously identify opportunities to optimize workflows, eliminate bottlenecks, and improve efficiency.
  • Support leaders in prioritizing tasks and managing deadlines, including special projects and tracking deliverables.
  • Provide ongoing support through reminders, task lists, time-blocking, email organization, and maintaining digital filing systems.
  • Prepare and format business correspondence, presentations, and reports. 

Required Education, Experience & Competencies 

• Minimum of 5 years of professional administrative experience in a fast-paced environment. 
• Post-secondary education or equivalent professional experience. 
• Proven experience working as part of a team of Executive Assistants or in a similar administrative support role.  
• Excellent organizational skills and the ability to calmly prioritize multiple tasks in a fast-paced environment. 
• Strong attention to detail with the ability to handle confidential information with discretion. 
• Excellent time management skills and verbal and written communication skills. 
• Strong interpersonal skills, with the ability to communicate effectively at all levels within the organization. 
• Flexibility to work outside regular office hours if required for specific events or travel coordination. Occasional business travel may be required. 
• Advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, SharePoint, Outlook, Teams). 

Desired Education, Experience & Competencies 

• Business Administration certification or related field is preferred. 
• Previous experience supporting multiple executives simultaneously would be considered an asset. 

Company Benefits  

BGC offers our employees the following: 

• Our ‘One Team’ culture supporting health, wellness, safety and diversity 
• Comprehensive benefits package
  • Health, Dental and Vision coverage 
  • LTD, Life, AD&D and Business Travel Insurance
  • Employee Assistance Program
• Maternity/Paternity leave top ups
• Professional development and mentoring opportunities
• Flat management structure
• Social and wellness activities
• Casual and professional work environment 

The estimated base salary range for this position is $70,000 - $90,000 CAD per annum, however base pay will be commensurate with job-related knowledge, skills, and experience. BGC's compensation package also includes a training allowance and a comprehensive medical and dental plan. 

Equity, Diversity, and Inclusion

BGC strives to create a workplace where equity, diversity and inclusion are embedded throughout our workplace culture and practices. Join us in our commitment to honour individuality, ensure fairness, and create a welcoming environment for everyone. As an equal opportunity employer, we encourage applications from all candidates, including those experiencing inequity such as racialized individuals, Indigenous People, women, people of diverse sexual orientations, identities and expressions, veterans, individuals with disabilities, people of all faiths, nationalities, marital status, ages, and family status. For assistance or accommodation with your application, please contact us at careers@bgcengineering.ca. 

Salary : $70,000 - $90,000