Executive Assistant to Vp, Maintenance

2 weeks ago

Metro Vancouver Regional District, Canada BC Rapid Transit Co. Ltd Full time

**Marketing Statement**:
Join a company that has been a part of moving Metro Vancouver for over 35 years.

British Columbia Rapid Transit Company Ltd. (BCRTC) maintains and operates the Expo and Millennium SkyTrain Lines from our central facilities in south Burnaby. Our services connect downtown Vancouver to the cities of Burnaby, New Westminster, Coquitlam, Port Moody and Surrey. With the future expansion of both the Expo and Millennium Lines gathering pace, infrastructure renewal and new asset acquisition projects underway, this is an exciting time to join our team of over 1,200 dedicated employees, working on one of the longest fully-automated rapid transit systems in the world.

Our work encompasses roles such as administration, engineering, elevator and escalator maintenance, field operations, vehicle maintenance, and wayside (station and guideway) maintenance.

When you work for SkyTrain, not only will you help move Metro Vancouver, you will also have access to comprehensive benefits including paid vacation, medical benefits, transit passes, training and more. We are a proud equal opportunity employer, committed to a diverse and inclusive workforce.

Come explore what makes us one of BC’s Top Employers

**Responsibilities**:
PRIMARY PURPOSE

Provides confidential clerical and administrative support at the executive level for various departments within BCRTC. 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 BCRTC and TransLink 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.

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

Familiarity with BCRTC’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.

Once in the process, testing will be used to confirm this suitability and all external applicants will be required to obtain a pass mark of 75% on each component of the testing to demonstrate a minimum level of proficiency in the position.

**Work Schedule**:
40 hours per week.

**Rate of Pay**:
**Salary**: $62,802 - $78,503 per annum (Actual salary offered will be commensurate with education, experience and i

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