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. BCI seeks investment opportunities around the world and across a range of asset classes that convert savings into productive capital. Our investment returns play a significant role in helping our institutional clients build a financially secure future for their beneficiaries.

Our London office is seeking a highly organized and detail-oriented Administrative Assistant to join our growing team for a 15-month fixed term. 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.

This is a 15-month fixed term contract Administrative Assistant role covering a maternity leave. Reporting to the Supervisor, Business Administration, the Administrative Assistant performs a wide range of administrative functions to support the Infrastructure & Renewable Resources global department. This role focuses on providing administrative support, particularly in travel and expenses management for the department. The individual in this role must function effectively in a fast-paced environment, adapt to frequent changes in priorities and deadlines, and execute tasks with a high degree of accuracy and attention to detail.

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

WHAT YOU GET TO DO

• 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 9.30am - 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.

WHY APPLY TO JOIN BCI

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 seventh 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.
• 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, and online and in-house learning.

TO APPLY

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.

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. If you require an accommodation for the recruitment process, contact us at hr@bci.ca.