Administrative Assistant

Closing date: February 13, 2025

Our London office is seeking a highly organized and detail-oriented Administrative Assistant to join our growing team. Your focus will be supporting our global team with travel and expense management. The ideal candidate will possess excellent communication skills, a proactive attitude, and the ability to multitask in a fast-paced environment. If you are a motivated individual with a passion for administrative work and a commitment to excellence, we encourage you to apply and become a valuable member of our team. 

British Columbia Investment Management Corporation (BCI) is amongst the largest institutional investors in Canada with $250.4 billion in gross assets under management, as of March 31, 2024. Based in Victoria, British Columbia, with offices in Vancouver, New York City, and London, U.K., BCI manages a portfolio of diversified public and private market investments on behalf of its 29 British Columbia public sector clients. 

In 2023, the I&RR team proudly established their first international presence with the inauguration of their London, U.K. office. This significant milestone signifies a remarkable evolution of BCI and its infrastructure and renewable resources strategy. The new London office serves as a robust platform for the I&RR team to originate and manage investments in the U.K. and European markets, further solidifying BCI's commitment to global expansion and diversification.  

Reporting to the Executive Assistant to EVP & Global Head, we are currently seeking a Junior Administrative Assistant to join our London office as part of the broader admin team supporting the Infrastructure & Renewable Resources global department. In this role, the Administrative Assistant will provide a variety of administrative support, with a focus on travel and expenses management for the department. 
 
The ideal candidate for this position is an energetic professional who excels at multitasking in a fast-paced environment and can adapt to frequently changing priorities. Having prior experience in handling a wide range of administrative tasks and the ability to work independently is an asset. 

• Post-secondary education with a minimum of two to three years of administrative support work experience. 

• Ability to multitask, demonstrate adaptability when faced with changing priorities, and meet deadlines while maintaining a service-oriented mindset 

• Strong organizational, analytical, and problem-solving skills, with high attention to detail to address administrative challenges as they arise. 

• Proven background in delivering exceptional customer service.  

• A team player possessing a practical, common-sense approach; responsible, reliable, and results oriented. 

• Proficiency in Microsoft Office, SharePoint, Adobe Acrobat, and other standard office software applications. 

•  Ability to collaborate and foster positive relationships with external contacts and internal staff members. 

• Excellent verbal and written communication skills. 

• Good experience in working on complex travel itineraries. 

• Prior experience in a corporate setting is preferred. 

• Collaborates with the broader EVP admin team to provide travel coordination and process expense reimbursements for team members: 

• Coordinates booking of flights, hotels, and ground transportation 

• Processes team member's travel expenses and reconciles travel-related costs 

• Stays informed on travel risks, restrictions, and special requirements, including visa applications and travel documentation; providing updates as required 

• Processes team member's general business expense claims for reimbursement 

• Performs monthly reconciliation of corporate credit card expenses. 

• Collaborates with the admin team to stay updated on schedules, events, team vacation/travel, and department-wide updates, ensuring timely delivery of department communications 

• Contributes to additional administrative services in support of the growth and expansion of the I&RR program, including general clerical services such as printing, photocopying, formatting, scanning, and handling ad hoc requests, with an emphasis on confidentiality 

• Collaborates with the admin team to schedule and coordinate in-person and virtual meetings, including registering and greeting guests, setting up facilities, coordinating catering services, and managing technology requirements 

• Assists in planning and coordinating department onsite/offsite and team-building events  

• Supports the admin team in facilitating onboarding and offboarding procedures for new hires and resignations 

• Assists in maintaining department-wide media and data subscriptions in collaboration with the admin team 

• Collaborates with the EVP Admin team to provide mutual coverage during absences and leaves, ensuring seamless administrative support 

Work from our central London office (Marylebone). 

Standard office hours are 9.30am - 5.30pm. Some flexible working hours may be required to connect with our office in Canada, and to deal with any urgent travel needs that may occasionally occur during evenings and weekends. 

With our values as our anchor, it’s our people that help shape employee-focused initiatives and who create the environment we work in each day – all of which further strengthens our culture. BCI has been recognized as one of Canada’s Top 100 Employers – for the sixth consecutive year - and has built programs and benefits to support all our employees, including; 

• Extended health and dental coverage, start on your first day of work. We have you covered! 

• Defined Contribution Pension Scheme with employer matching contributions.  

• Time off includes: 25 days annual leave, 6 paid sick days, 6 paid personal days, and 2 paid days for volunteering – to support physical, mental, and community health. 

• Annual wellness stipend to support an active lifestyle as well as physical well-being when working at home. 

• On-going learning through our in-house mentoring program, professional dues support, tuition reimbursement, and online and in-house learning. 

Apply online with a copy of your resume. We encourage timely submissions of applications as candidates will be actively reviewed and the interview process may advance earlier. 

Referrals: If you are currently connected with a BCI employee and plan to list them as a referee, please ensure you reach out to them first to get their consent to do so. All referrals will be verified internally. 

At BCI, we value diversity and believe in fostering an inclusive culture where all employees can be successful. 

We are performance and client focused and value integrity; if you share these values, we want to know you.