Executive Assistant

Website TransLink

You must apply here: https://careers.translink.bc.ca/psc/EXT/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=2&JobOpeningId=20220321&PostingSeq=1

Marketing Statement

A career at TransLink and our family of companies means working with people with a wide range of skills and perspectives, all teaming up towards a common goal: preserving and enhancing the region’s world-envied quality of life. Together, we connect the region and enhance its livability by providing a sustainable transit and transportation network, embraced by our communities and people.

At TransLink we are dedicated to building a workforce that reflects the diversity of the communities in which we live. We’re committed to fostering an inclusive, equitable and accessible workplace, recognizing the unique value and skills every individual brings.

Looking for a great place to work where your contributions are valued and you can make a difference in a vibrant city? At TransLink, one of BC’s Top Employers, you’ll help make Metro Vancouver a better place to live, built on transportation excellence. Put your future in motion!

Responsibilities

PRIMARY PURPOSE

Provides confidential clerical and administrative support at the executive level for various departments within TransLink. Coordinates confidential information and documentation flowing to and from the office of the Executive, ensuring accurate and timely delivery of administrative services, and keeps the Executive 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 administrative support to the Executive by preparing a variety of sensitive and confidential correspondence, memos, presentations, spreadsheets and reports from internal and external sources.

Receives incoming requests for appointments with the executive from various senior staff, elected officials and the public, and schedules meetings and resolves scheduling conflicts; responds to routine requests, referring to applicable subsidiary, division; attends to enquiries from within TransLink and subsidiaries as well as outside agencies or representatives.

Coordinates travel arrangements, and functions and events with higher profile; assists with overall program planning, meeting room layout, and catering; develops agenda and attends sessions to record key content and action items; retrieves, compiles and distributes reference material for meetings.

Identifies and resolves issues or concerns of a confidential and sensitive nature; provides administrative support to other projects, programs and related departments as required.

Manages the budget for the Executive, including: developing and preparing the annual budget and allocating resources to cost centres, and monitoring and approving expenditures and reconciling actual expenditures to statements provided by Finance.

Assesses and provides recommendations regarding vendors/suppliers of administrative services and products.

Participates in projects pertaining to improvement and implementation of new administrative procedures, office equipment, systems and technologies.

Qualifications

EDUCATION

The competencies for this position would typically be acquired through successful completion of a Diploma in Business Administration or other relevant area of study.

EXPERIENCE

Three (3) years prior administrative experience in a client service-oriented environment, requiring a high degree of confidentiality.

OTHER REQUIREMENTS

Strong interpersonal skills including tact, diplomacy, and confidentiality

Strong verbal and written communication skills

Strong organizational skills to coordinate multiple tasks and projects

Strong numeracy skills and experience in applying basic accounting functions

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

Familiarity with Translink’s corporate structure and political environment

Familiarity with accounting principles to assist in expense monitoring, budgeting and reporting

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.

COVID-19 Safety Vaccination Policy

To support public health, and protect the health and safety of our employees, customers, and their families, TransLink employees will be required to be fully vaccinated against COVID-19 and will need to provide proof of full vaccination status in compliance with the employer’s COVID-19 Safety Vaccination Policy.

Accommodations may be applicable under the BC Human Rights Code. Should an applicant be unable to provide proof of full vaccination and should an accommodation be requested, additional information will be required to determine whether the individual is entitled to be accommodated.

Work Schedule

37.5 hours per week.

This is a full-time temporary position for 12 months.

Work Designation

Hybrid

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

Rate of Pay

Salary starting from $55,824 per annum

The Total Compensation Package includes Extended Health, Transit Pass and enrollment in the Public Service Pension Plan upon eligibility. Focus on your development through 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 of the page or go to http://www.translink.ca/careers 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: April 19, 2022
Closing Date: 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

We are an equal opportunity employer committed to creating and supporting a diverse and inclusive workforce that is free of all forms of discrimination. We are committed to providing reasonable accommodations and will work with you to meet your needs. If you are a person with a disability and require assistance during the application process, please reach out! We celebrate our inclusive work environment and welcome members of all backgrounds, skills and perspectives.

Accommodations are available on request for candidates taking part in all aspects of the selection process.  For a confidential  inquiry, simply email us at jobs@translink.ca.

You must apply here: https://careers.translink.bc.ca/psc/EXT/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=2&JobOpeningId=20220321&PostingSeq=1

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