Current Postings

Victoria Police Department

Executive Assistant - Senior Executive Office

Administration · Victoria, British Columbia Position Title:  Executive Assistant - Senior Executive Office

Competition Number:
  P03-24
Date of Issue:  February 12/2024   
Closing Date:  February 26/2024
Current Salary Range:  PCONT-B - $79,974.07 - $88,115.42 (2022 rates), plus benefits.
To Apply:  All submissions shall be sent electronically by 4:30pm on the above closing date and should include all qualifications and experience relevant to the position. 

Position Function:
The Executive Assistant to the Senior Executive Office is responsible for providing highly confidential senior executive administrative services to the Chief Constable, Deputy Chief Constables, and Police Board by monitoring, coordinating, researching, and assisting in the completion of related duties within the Senior Executive Office.  Using a collaborative, solution-based approach, the Executive Assistant understands the needs of the Senior Executive Office and Police Board, proactively recognizes areas for innovation and improvement, and provides solutions that are aligned with the strategic goals of VicPD, and the strategic priorities of the Police Board.

Major Areas of Responsibility:
Administration

  • Manage calendars for booking events, meetings, media, training, travel, and annual leave.
  • Screen incoming email, phone calls, mail, and process or delegate inquiries in a timely manner.
  • Manage and update relevant content for the internal and external websites.
  • Compose letters, memos, reports, spreadsheets, and presentations.
  • Research/acquire information and provide concise reports of findings.
  • Reconcile and process expense claims and reimbursements.
  • Receive and monitor all Police Act Service or Policy complaints, prepare correspondence, and ensure legislated deadlines are met.
  • Function as the FOI Coordinator for the Senior Executive office and work closely with the VicPD Legal Services Division to process FOI requests.
  • Ensure that all urgent matters are brought to the attention of the Senior Executive Office and apprise them of any activity conducted on their behalf.
  • Maintain and update Police Board manual, member profiles, terms, attendance, and training records as required.

Coordination

  • Establish weekly, monthly, and annual meeting and presentation schedules.
  • Develop logistics for meetings, including arranging meeting venues, catering, and audiovisual equipment.
  • Create and maintain custody and control over a comprehensive and well organized electronic and hard copy filing system for easy retrieval.
  • Organize Police Board member orientation and onboarding, including providing orientation materials, scheduling training sessions, and coordinating with relevant staff.

Meeting Management

  • Prepare agenda packages, take minutes, and manage action items.
  • Assist during meetings by providing informed support relating to department and Police Board matters, relevant industry trends, best practices, and governance guidelines.
  • Perform additional duties as required.


Education, Experience and Qualifications:
Formal Education & Certification

  • Two years post-secondary education in a relatable field, plus a minimum of five years of senior level Executive Assistant experience; or a combination of education and experience.

Knowledge & Experience

  • Proficient in using common office software, equipment, and business English.
  • Skilled at creating agenda packages, recording minutes, and documenting motions.
  • Familiar with Roberts Rules of Order or similar parliamentary knowledge relating to meeting management and governance.
  • Awareness and understanding of the practices and cultures of police agencies, councils, police boards, and government.
  • Familiar with corporate governance guidelines, responsibilities, regulations, and industry trends to ensure compliance and effective senior executive management.
  • Familiar with the BC Police Act and the Freedom of Information and Protection of Privacy Act.
  • Research and referencing experience are an asset.


Key Knowledge, Skills and Abilities:

  • Excellent interpersonal communication, oral and written skills, including document proofing and editing.
  • Maintain strict confidentiality of sensitive matters, and exercise sound judgement and discretion when releasing information.
  • Exercise a high degree of professionalism, tact, and diplomacy.
  • Anticipate needs while remaining flexible and adapting quickly to a frequently changing environment.
  • Execute tasks well under time constraints.
  • Detail oriented with strong task management skills.
  • Work independently and efficiently in the absence of direction.
  • Establish and maintain effective working relationships with external and internal stakeholders including VicPD staff, elected officials, law enforcement agencies and government bodies.
  • Adapt to changing technologies and learn new technologies and systems.


Other:

  • A criminal record check, polygraph examination and security clearance are conditions of employment.


Apply Here