Executive Assistant, President and General Manager
2 weeks ago
**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 administrative support to the President & General Manager. Coordinates highly confidential information and documentation flowing to and from the office of the President & G.M., ensuring accurate and timely delivery of administrative services, and keeps the President & G.M. apprised of issues and activities. Interacts with senior leaders, managers/directors, external stakeholders, and administrative support staff across the organization to convey information and promotes positive and respectful relationships. Supervises staff involved in the delivery of a wide range of administrative and reception services and provides advice and guidance on practices and procedures. Coordinates the BCRTC Executive Team meetings and Strategic Planning Sessions.
KEY ACCOUNTABILITIES:
Provides confidential administrative support to the President & G.M. by preparing a variety of highly sensitive and confidential correspondence, memos, presentation materials, spreadsheets and reports from internal and external sources.
Negotiates and manages administrative services and suppliers or materials, equipment and technology; takes remedial action to address any issues with administrative service and products.
Receives incoming requests for appointments with the President & G.M. from various senior staff, elected officials and the public and schedules meetings and resolves scheduling conflicts; responds to routine requests, referring to applicable, division; attends to enquiries from within BCRTC as well as TransLink and other subsidiaries as well as outside agencies or representatives.
Supervises staff, prioritizing and coordinating workloads, participating in recruitment, selection, developing and managing performance for the Reception and Administrative Services group.
Leads projects pertaining to improvement and implementation of new administrative procedures, office equipment, systems and technologies.
Coordinates travel arrangements, functions, events, and senior executive meetings; assists with overall program planning, meeting room layout, catering; attends sessions to record key content, action items; retrieves, compiles and distributes reference material for meetings and takes and transcribes minutes.
Identifies and resolves issues or concerns of the most confidential and sensitive issues; provides administrative support to other projects, programs and related departments as required.
**Qualifications**:
EDUCATION:
The competencies for this position would typically be acquired through successful completion of Grade 12 and a post-secondary business administration program together with courses in accounting and supervision.
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
Demonstrated experience in supervising and managing staff
Proficiency on all office software, including word processing, spreadsheet, and presentation software and web-based HRIS systems
Familiarity with BCRTC 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 descri
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