Executive Assistant, Corporate Services

As the largest operating company in the integrated TransLink enterprise, Coast Mountain Bus Company (CMBC) operates a fleet of clean-fuel conventional and community shuttle buses, zero-emission trolley buses, and passenger ferry SeaBuses in Metro Vancouver, the largest single transit service area in Canada.

At CMBC, one of BC’s Top Employers, we're committed to providing an innovative, healthy, and engaging workforce. This is reflected in our workforce of over 5,500 employees performing over 400 unique jobs, who are committed and empowered to deliver service that attracts nearly 1.1 million passengers daily and connects people, businesses, and communities in the Metro Vancouver region.

We have the important job of helping our passengers get to work, appointments, visiting with family and friends, and back again every day. Metro Vancouver relies on us, and we take that as a point of pride.

Responsibilities

PRIMARY PURPOSE

Provides confidential clerical and administrative support at the executive level for Corporate Services in CMBC. Coordinates confidential information and documentation flowing to and from the office of the Executive Director, ensuring accurate and timely delivery of administrative services, and keeps the Executive Director apprised of issues and activities. Interacts with all levels of the organization and external stakeholders to convey information and promotes positive and respectful relationships.

KEY ACCOUNTABILITIES

Provides confidential clerical and administrative support to the division by producing a variety of highly confidential correspondence, memos, presentation materials, spreadsheets and reports from researched data, drafts or verbal instructions; composes and prepares routine and mass mail correspondence; reviews documents for grammar, spelling, coding and simple mathematical accuracy; opens, reviews and distributes incoming mail.

Screens incoming calls for the department, attending to routine enquiries from within the organization as well from outside agencies or representatives (in certain positions this may also include enquiries, complaints or commendations from customers), referring to others for response where appropriate; tracks and expedites information flowing in and out of the office; takes messages; provides information about departmental policy and procedures; follows up with managers and staff to ensure the complete and timely provision of information including responses to any customers/public enquiries or complaints.

Maintains filing and recording systems to ensure the efficient and secure storage and retrieval of correspondence, reports, reference material and other documents; compiles, updates and maintains procedural manuals. Maintains and updates spreadsheets and databases for tracking of department specific information, generating reports from those sources as requested.

Arranges appointments and meetings; coordinates calendar for Executive Director, including certain Managers at Director’s discretion; coordinates events, functions and travel arrangements; maintains business contact lists; retrieves, compiles and distributes reference material for meetings and takes and transcribes minutes.

Maintains employee information including employee timekeeping records, changes of status, personnel contact lists and other related reports as requested.

Assists with preparation of departmental budgets. Monitors expenditures, processes departmental invoices and expense claims/receipts, and reports on variances for area.

Maintains and orders office supplies and arranges for the maintenance and repair of office equipment.

Provides administrative support to other projects, programs and related departments as required.

Qualifications

EDUCATION

The competencies for this position would be acquired through successful completion of a Diploma in Business Administration or other relevant area of study plus two (2) years prior administrative experience in a client service-oriented environment, requiring a high degree of confidentiality.

OTHER REQUIREMENTS

Strong interpersonal skills including tact and diplomacy

Strong verbal and written communication skills

Solid analytical skills to input and format data within databases

Basic knowledge of accounting principles to assist in expense monitoring, budgeting and reporting.

Strong organizational skills to coordinate multiple tasks and projects

Solid knowledge of Translink’s corporate structure, policies and programs.

Proficiency on all office software, including word processing, spreadsheet, and presentation software and web-based HRIS systems

Other Information

Recruitment Process: An applicant will be required to demonstrate their suitability for this position by meeting the minimum level of qualifications and experience in order to be invited into the selection process. A standard interview format will be used including general, scenario and behavioural descriptive interview questions.

Work Schedule

37.5 hours per week.

Work Designation

Hybrid

This position offers the flexibility of working both on-site and remotely within B.C.

Rate of Pay

Salary: $59,079- $73,849 per annum (Actual salary offered will be commensurate with education, experience and internal parity).

The Total Compensation Package includes Extended Health, Dental, Transit Pass and enrollment in the Public Service Pension Plan. Focus on your development through tuition reimbursement, training, and mentorship programs. Enjoy a variety of health and wellness programs, including access to gym facilities. Speak to us to know more about what we offer.

How to Apply

Please click the 'Apply' button at the top right corner or go to https://www.translink.ca/About-Us/Careers.aspx to apply for this position and view instructions on the process.

INSTRUCTIONS: Please save your (1) cover letter, and your (2) resume as one pdf document prior to uploading your application on-line.

Posting Date: May 26, 2023

Closing Date: Open until filled

Please note that only those short listed will be contacted.

Having trouble applying? Please view the System Requirements & FAQ's by going to http://www.translink.ca/careers.

Equal Employment Opportunity

Coast Mountain Bus Company is committed to employment equity and building a diverse workforce, representative of the customers we serve and the many communities in the Metro Vancouver region. We welcome and encourage Indigenous applicants, people of colour, all genders, 2SLGBTQ+ and persons with disabilities to apply. Learn more about TransLink's commitment to equity, diversity and inclusion.

Accommodations are available on request for candidates taking part in all aspects of the selection process. For a confidential inquiry, simply email us at [email protected]