WEBC logo

Sr. Admin Assistant & Trust Secretariat

Role overview

The WEBC Board and Trust Secretariat provides support to WEBC’s General Manager, the WEBC Board, as well as the Trustees of the ILWU Employer Association  Employee Life and Health Trust, Waterfront Foremen’s  Life & Health Trust,  Waterfront Industry Pension Plan and the Waterfront Foremen’s Pension Plan through the provision of a full range of organizational support and services.

This role provides support to initiatives and projects that advance initiatives of WEBC and the Trusts through participation in the development and implementation of best practices with plans, systems, processes and procedures essential for effective and efficient operations.

This role also includes general administrative support to the WEBC office and team.

Ideal candidate

Relationship Builder: You thrive on building relationships.  Your positive approach and clear communication style builds trust and supports long-term relationship development. You are comfortable working at all levels, including senior industry leadership .

Service Focussed: You have outstanding people skills and a strong pro-active service orientation. You demonstrate empathy and go the extra mile for external clients and internal stakeholders, while adhering to policies and procedures.

Detail Oriented: You are highly organized and comfortable keeping many balls in the air. People come to you to help get things accomplished because they know you always get it right.

Adaptable:  You are creative and you find new and better ways to do things. You enjoy supporting others through change initiatives.

Key accountabilities

Board and Trust Secretariat

  • Serve as a resource and support to Union and Industry Trustees as well as the WEBC Board, facilitating smooth transaction of business;
  • Pivotal role in organizing the work of the Boards of Trustees through process management including preparation and distribution of meeting notices, logistics (including coordination of presenters), materials, minutes as well as documenting actions arising out of minutes, monitoring and tracking of action items;
  • Records management: Ensure accurate, secure and effective document management is maintained for Trust records and available to all Trustees within an up-to-date and secure online portal;
  • Facilitates orientation of new Trustees and Directors;
  • Maintains existing governance requirements; develops and researches methods for enhanced and improved governance;
  • Coordinates approval workflows to ensure efficient execution from one level of approval to the next.
  • Maintains confidentiality of all documents and information related to Trust and Board initiatives as well member claims, including the physical security of documents and files.
  • Supports the General Manager and Pension Administrator in regulatory and policy compliance, acting as a liaison with actuaries, auditors, investment managers & monitors, etc.

 

Senior Administrative Assistant

  • Serves as the administrative support to the General Manager
  • Provides general administrative support to the WEBC team including but not limited to:
    • Managing office supplies, invoices and expense claims within established budget and ensuring prompt payment
    • Ensuring proper maintenance and functioning of office machinery
    • Assist in team onboarding
    • Handling incoming/outgoing correspondence

Requirements

Knowledge, Skills, Attributes

  • Excellent interpersonal skills with the ability to develop effective, respectful and collaborative working relationships with the team and a variety of internal and external stakeholders.
  • Maintains confidentiality and a professional demeanor.
  • Performs all duties with a strong sense of integrity, while adhering to organizational policies and procedures.
  • Ability to champion change to accomplish organizational and Trust objectives.
  • Meets deadlines within a fast-paced workplace.
  • Demonstrates proficiency in utilizing various software and technology tools including Microsoft 365 products and other relevant platforms to efficiently carry out administrative and organizational tasks
  • Works efficiently and effectively both autonomously and in a team environment.
  • Resilient with a positive disposition when faced with challenges, and is solution driven.
  • Uses sound judgement to make decisions based on information gathered and analyzed.
  • Flexible with a demonstrated ability to cope with a significant workload while working under time pressure.
  • Looks for ways to innovate and improve work processes.
  • Sets and maintains high professional and performance standards. Pays close attention to detail, accuracy, and quality ensuring follow through.
  • Possesses strong written and oral communication skills.
  • Listens actively.

 

Role Requirements

  • 3-5 Years in an Administrative Assistant or Executive Assistant role, Office Management role, or equivalent education, training and experience.
  • Good working knowledge of Microsoft Excel, Word, and Outlook, as well as Adobe Pro.
  • Working towards or completion of CEBS designation is an asset.
  • Project management skills and/or certification is an asset.
  • Full-time five (5) days per week (8 hours per day) during regular business hours

About us

The Waterfront Employers of British Columbia (WEBC) is a not-for-profit third party administrator, responsible for supporting health & pension trusts and processing health and pension benefits for approximately 7000 active and retired Longshore and Foremen members and their dependents.

We believe in achieving long term sustainable results by supporting and investing in our employees.  In addition to a competitive salary and benefits package, we offer ongoing education and a generous pension.

This position is primarily situated within the WEBC office but is included within WEBC’s hybrid work model, providing a limited opportunity  to work remotely part-time. For in office work we’re located in Railtown, close to transit and just minutes away from Gastown and Chinatown.  Parking is available in our designated lot for those who drive.  Our office features beautiful exposed brick, modern workstations in an open environment.

To apply for this position, please send your resume and cover letter to careers@webc.com.

We thank all applicants for their interest; however only those selected for interviews will be contacted.  WEBC is an equal opportunity employer and welcomes all applicants.

 Range: 60k-80k

contact us