Administrative Assistant, Fleet Engineering

Job summary

The Administrative Assistant provides essential support to the Director of Fleet Engineering by managing calendars, travel, and meeting logistics. They are also responsible for processing financial transactions, maintaining accurate records, and improving administrative office processes.

Job details

Job Description ADMINISTRATIVE ASSISTANT, FLEET ENGINEERING Fleet Engineering Victoria or Vancouver Lower Mainland The Opportunity Behind every safe and reliable sailing is a team of people working together to keep BC Ferries’ fleet ready for service. We’re looking for an Administrative Assistant to join our Engineering department and provide key administrative support to the Director, Fleet Engineering and the broader team. This is a great opportunity for an organized, resourceful and service-oriented professional who enjoys being at the centre of a busy operation. You’ll help keep schedules on track, information organized, meetings and events running smoothly, and day-to-day priorities moving forward. Working alongside engineering leaders and a diverse range of internal and external partners, you’ll bring structure, responsiveness and attention to detail to an environment where the work matters. Your contribution will help support the teams responsible for the engineering and technical expertise behind BC Ferries’ fleet. The Role Reporting directly to the Director, Fleet Engineering, you add value by key areas of oversight such as: Coordinating calendars, meetings, appointments and travel arrangements for the Director and assigned team members; Preparing, editing and distributing correspondence, reports, presentations and other documents; Managing incoming calls, emails and visitor inquiries with professionalism and a strong customer-service mindset; Organizing and maintaining electronic and physical records, filing systems and office resources; Coordinating meeting logistics, internal events and other team activities; Processing invoices, purchase orders and other administrative transactions; Supporting expense tracking, procurement activities and budget-related processes; Maintaining databases and completing accurate data entry while protecting confidential information; Coordinating with vendors and internal partners to support day-to-day office requirements; Ensuring administrative activities are completed in accordance with BC Ferries policies, procedures and applicable requirements; and Identifying opportunities to improve administrative processes and making thoughtful recommendations to enhance efficiency. What you bring to the team A high school diploma or equivalent; a post-secondary certificate in Office Administration or a related field is an asset 1–3 years of experience in an administrative or office support role, preferably within a large or complex organization Proven experience as an administrative professional Strong organizational skills and the ability to manage multiple priorities and deadlines; Excellent written and verbal communication skills, with a professional and approachable style Proficiency with Microsoft Office, including Word, Excel, PowerPoint and Outlook, and familiarity with document management systems Experience with scheduling, expense tracking, procurement or basic financial processes is an asset Sound judgment, discretion and the ability to handle confidential information appropriately A proactive approach to identifying issues, finding solutions and improving the way work gets done Confident, professional presence with an assertive, engaging interpersonal style Agile decision-making and judgement within a fact paced, dynamic environment, often working with tight deadlines Ability to manage and prioritize multiple projects simultaneously while demonstrating composure and confidence Superior communication skills, both written and verbal Well defined ability to work independently with accountability and discretion Strong ability to proactively address issues and resolve problems, making appropriate recommendations and proposing solution alternatives using sound judgement Strong proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams, OneDrive) and SharePoint What we offer This is a regular full-time position with a target salary range of $49,400 - $61,800 per annum. The starting salary is determined based on the successful candidate’s knowledge, experience and internal equity. Taking care of our employees is a top priority for us, and to do that, we offer benefits that help you stay healthy in all ways. Some of our great benefits include: Career development and learning opportunities Competitive compensation and comprehensive benefits Defined benefit Public Service Pension Plan Minimum four weeks’ vacation Hybrid work flexibility Wellness programs and employee discounts Join us! If this sounds like your next great career move, please submit your cover letter and resume as one combined PDF document by September 27, 2026 at 11:59pm. "We sail to serve and connect the people and the coast of BC” At BC Ferries, our people are at the heart of delivering safe and reliable service along 1,600 km of coastline. Every day, we connect communities and move tens of thousands of passengers and vehicles across our 25 routes through the dedication, expertise and hard work of our teams. Guided by a shared commitment to safety, service, inclusion and local commitment, we offer meaningful work, opportunities for growth, and the chance to make a positive impact. Whether you work onboard our vessels, in our terminals or behind the scenes, you'll play an important role in connecting people, supporting communities, and keeping coastal BC moving. We support employment equity and diversity in the workplace and encourage applications from all qualified individuals including women, visible minorities, Indigenous Peoples, persons with disabilities, persons of diverse sexual orientation, gender identity or expression (LGBTQ2S+) and others who reflect our ever-changing workplace. We appreciate the interest of all applicants; however, only those selected for an interview will be contacted.

What you’ll do

The Administrative Assistant provides essential support to the Director of Fleet Engineering by managing calendars, travel, and meeting logistics. They are also responsible for processing financial transactions, maintaining accurate records, and improving administrative office processes.

Requirements

Candidates must have a high school diploma or equivalent, with a post-secondary certificate in Office Administration considered an asset. Applicants should possess 1–3 years of administrative experience and proficiency in Microsoft Office and document management systems.

Benefits

• Career development and learning opportunities • Competitive compensation • Comprehensive benefits • Defined benefit Public Service Pension Plan • Minimum four weeks' vacation • Hybrid work flexibility • Wellness programs • Employee discounts

Listed skills

• Time management · Preferred
• Customer service · Preferred
• document preparation · Preferred
• Problem solving · Preferred
• Administrative Support · Preferred
• record keeping · Preferred
• SharePoint · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Calendar management
• Travel arrangements
• Document preparation
• Customer service
• Record keeping
• Invoice processing
• Purchase orders
• Expense tracking
• Data entry
• Microsoft Office
• SharePoint
• Communication
• Organizational skills
• Problem solving
• Time management
• Employment Equity
• Resourcefulness
• Administrative Support
• Office Administration
• Composure
• Professionalism
• Accountability
• Organizational Skills
• Microsoft Teams
• Microsoft Word
• Microsoft Excel
• Assertiveness
• Editing
• Decision Making
• Customer Service
• Procurement
• Data Entry
• Document Management Systems
• Invoicing
• Microsoft Outlook
• Microsoft PowerPoint
• Presentations
• Public Service
• Purchasing
• Microsoft SharePoint
• Travel Arrangements
• Verbal Communication Skills
• Scheduling
• Coordinating
• Filing
• Prioritization
• Detail Oriented

Job areas

• Administrative
• Engineering
• Transportation
• Government & Public Sector
• Engineering Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive