Administrative Assistant, (15-month fixed term) London Office

With $295.0 billion of gross assets under management as of March 31, 2025, British Columbia Investment Management Corporation (BCI) is the provider of investment management services for British Columbia’s public sector and one of the largest asset managers in Canada. Headquartered in Victoria, British Columbia, BCI integrates environmental, social, and governance (ESG) factors into all investment decisions to meet clients’ risk and return requirements.

On behalf of BCI’s clients, the Infrastructure & Renewable Resources (I&RR) team invests globally in infrastructure assets and businesses that provide stable long‑term investment returns. The I&RR portfolio has over $32 billion in AUM and ranks as the ninth largest institutional infrastructure investor globally.

BCI’s London office seeks a highly organized and detail‑oriented Administrative Assistant to support the Infrastructure & Renewable Resources global department for a 15‑month fixed‑term contract covering a maternity leave. The role reports to the Supervisor, Business Administration, who also serves as Executive Assistant to the Executive Vice President & Global Head. The Administrative Assistant performs a wide range of administrative functions with a focus on travel and expense management for the department.

WHAT YOU BRING:

• Post‑secondary education with a minimum of 2 to 3 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 strong team player possessing a practical, common‑sense approach; responsible, reliable, results oriented, and able to take initiative
• Proficiency in Microsoft Office, SharePoint, Adobe Acrobat, and other standard office software applications
• A genuine enthusiasm for emerging technology and AI tools, with a willingness to experiment, learn, and embrace new ways of working that augment and enhance how we support the team
• Ability to collaborate and foster positive relationships with external contacts and internal staff members
• Excellent verbal and written communication skills
• Experience in working on complex travel itineraries
• Prior experience in a corporate setting is preferred

Responsibilities include:

• Collaborates with the broader admin team to provide travel coordination and process expense reimbursements for team members
• Coordinates booking of flights, hotels, and ground transportation
• Processes 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
• Assists with the team’s transition to the new London office location this Fall, providing administrative coordination and on‑the‑ground support across logistics, setup, and day‑to‑day operational needs to ensure a smooth and seamless move for all team members
• Supports and assists with ad‑hoc duties and projects as required

WHERE YOU WILL WORK: Work from our central London office (Charing Cross/Westminster area). Standard office hours are 9.30 am – 5.30 pm. 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.

WHY APPLY TO JOIN BCI: BCI has been recognized as one of Canada’s Top 100 Employers for the seventh consecutive year and has built programs and benefits to support all employees, including:

• Extended health and dental coverage, starting on your first of work
• Defined Contribution Pension Scheme with employer matching contributions
• Time off: 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 and physical well‑being when working at home
• Ongoing learning through our in‑house mentoring program, professional dues support, and online and in‑house learning

EEO AND INCLUSION: 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. We recognize that some skills can be learned on the job and encourage all to apply.

ACCESSIBILITY & ACCOMMODATIONS: If you require an accommodation for the recruitment process (including alternate formats of materials, accessible meeting rooms or other accommodations), contact hr@bci.ca.