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Land Title and Survey Authority of British Columbia Job Description TITLE AND REPORTING RELATIONSHIP Position: Classification: Work Unit: Location: Reports to:
Executive Assistant Excluded Land Title Division Victoria Director of Land Titles
POSITION PURPOSE This busy, hands-on role provides project, operational and administrative support to the Director of Land Titles and the Registrar of Land Titles, as well as other executive and management positions. The incumbent must plan, organize and carry out a wide variety of administrative duties to ensure that all matters are handled with confidentiality, discretion, and efficiency. The work is carried out in a confidential environment dealing with all operational, governance, legislative and policy matters involving the Land Title Division. This includes complex, sensitive and urgent matters, and requires the incumbent to maintain comprehensive knowledge of the Authority’s mandate, priority initiatives, significant current and pending issues and linkages within the executive management group.
KEY RESPONSIBILITIES AND ACCOUNTABILITIES
Attends Executive Committee, Land Title Division management, and other meetings as required, taking minutes, ensuring sufficient notes to support proceedings, action items and tracking of follow-up items;
Prepares and circulates minutes and the details of action items and decisions to ensure proper action is taken;
Provides research support and assists with conducting investigations relative to grievances, discipline and other matters concerning labour relations;
Provides project management support of the Labour Management Committee and the collective agreement provisions, ensuring critical dates and activities are met; Provides research and supports the Director of Land Titles in the collective bargaining process, maintaining a log of future actions, issues and research required for subsequent negotiations; Reviews and prioritizes communications and correspondence from a range of sources, including legal professionals, senior government officials, key stakeholder representatives, and members of the public; Revised June 2016
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Organizes legal files regarding Land Title Act related legal proceedings and assurance fund claims; Undertakes routine and special confidential projects on behalf of the Director and Registrar and other executive positions; Manages the administrative functions of the Director and Registrar and other executives’ offices; maintains electronic calendars, scheduling and arranging meetings and appointments, including travel itineraries and bookings; compiles reports and organizes the appropriate material for meetings; develops and maintains effective and current office systems such as filing systems, bring forward systems, tracking and scheduling systems; Prepares a variety of confidential correspondence, letters, briefing notes, detailed reports, Board cover notes, presentation slides; Identifies and ensures security of confidential and restricted documents and issues; Conducts research and analysis activity on a wide range of often confidential and sensitive corporate and operational initiatives and provides written reports ensuring the Director and Registrar are provided with information necessary for decision making; Provides regular and custom reports on Land Title Division operations, including examiner productivity, production, transaction volumes, and financial results; Develops and maintains office administration and financial management processes; Works collaboratively with all areas of the Authority to ensure client and service delivery issues are handled in a timely and efficient manner;
QUALIFICATIONS Education/Experience: Completion of a post-secondary diploma or degree in administrative management, legal assistance, public policy or commerce or the equivalent combination of education and experience; Minimum of 5 years’ experience in progressively more responsible secretarial and administrative experience in complex organizations; Experience managing sensitive issues with tact, diplomacy and good judgment on the telephone and in person e.g. requests for information from the media/special interest groups/distraught individuals; Experience developing and setting office administrative standards and procedures; Experience handling confidential and sensitive matters; Experience in supporting executive management and in working with Boards of Directors; Experience in project management and related software; Experience in the legal and/or public sector preferred.
Revised June 2016
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Skills, Knowledge and Abilities: Knowledge of collective agreements and related Acts and employment standard regulations; Excellent knowledge of office practices, protocols, procedures of the proper business letters and business English; Demonstrated knowledge of office management, secretarial and administrative policies and procedures; Current knowledge of office technology and excellent keyboarding and word processing skills and abilities specifically with Windows Office Suite and other computer applications such as mail tracking system and project management software; Knowledge of legal process, particularly regarding real property transactions registration and litigation; Basic accounting procedures, understanding of budgets and contract administration; Work with limited supervision in a multi-tasking environment; Self initiate, work under pressure and prioritize using effective time management skills; Establish and maintain effective working relationships with a wide variety of individuals or groups both internal and external to the organization; Organize one’s own workload effectively, efficiently and independently; Demonstrate good judgment and discretion in communicating with all levels of staff, senior level executives and officials of other government, industry and business; Write effectively and professionally; Identify areas for improvement in office administration to take initiative to implement improvements; Ability to research, analyze and compile complex information and prepare reports and other documentation. Excellent interpersonal communication skills, verbally and in writing with a service quality focus and a high degree of tact and good judgment; Excellent organization and time management skills; Ability to understand the importance of maintaining confidentiality.
Revised June 2016
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