Confidential Assistant, Fleet Transformation
Coast Mountain Bus CompanyMarketing Statement 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 to the Senior Director of the Fleet Transformation department by maintaining records, coordinating schedules and meetings, processing documentation, and responding to internal and external inquiries in accordance with established policies and procedures. The role will play a key part in supporting fleet and infrastructure transformation initiatives. Key Accountabilities Provides confidential clerical and administrative support to the department 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; opens, reviews and distributes incoming mail. Supports the CMBC Fleet Transformation program by co-creating program documentation and materials, providing spelling, grammatical, and strategy review and input and may support in the broad distribution of documentation. Collaborates with Senior Director to establish and maintains a filing and record keeping system 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 department specific information, generating reports from those sources as requested. Arranges appointments and meetings; coordinates calendar for department Senior Director, including certain Managers or other Directors at Senior 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 confidential 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. Education Qualifications The competencies for this position would typically be acquired through successful completion of Grade 12 and post-secondary courses in office administration and procedures. Experience 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 …