Executive Assistant to CEO

3 weeks ago

Metro Vancouver Regional District, Canada TransLink Full time

**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 senior confidential administrative support to the Chief Executive Officer and leads the development and implementation of processes for enterprise administrative staff.

KEY ACCOUNTABILITIES

Provides highly confidential administrative support to the CEO by preparing and handling a variety of sensitive, confidential, and complex correspondence, memos, presentation materials, spreadsheets and reports from internal and external sources.

Develops and manages the annual budget for the Office of the CEO.

Develops relationships with executives and other leaders; interacting with customers, the public, government and elected officials, the TransLink Board and Chair, and the Mayor’s Council Members and Chair.

Receives incoming requests for appointments with the CEO from various senior staff, elected officials and the public and schedules meetings and resolves scheduling conflicts.

Responds directly on behalf of CEO to sensitive requests with significant corporate reputational risk. Coordinates resolution of issues brought to CEO’s office attention by outside public or stakeholders, by delegating to appropriate staff, divisions, or subsidiaries for action and ensures issues are resolved and CEO’s office receives final outcome or reply.

Coordinates travel arrangements, functions, events, and senior executive meetings; assists with overall program planning including developing the agendas, laying out the meeting room layout, organizing the catering; attends sessions to record key content and minutes, action items, and transcribes minutes; retrieves, compiles and distributes reference material for meetings.

Provides guidance to other Executive Assistants and Confidential Assistants and leads the development of and implementation of standardized processes and procedures for these administrative staff.

Organizes senior executive administrative staff resourcing for TransLink Senior Executives. Liaises with executives to manage current and future administrative needs and expectations.

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 AND EXPERIENCE

The competencies for this position would typically be acquired through successful completion of an associates’ degree in business management or administration plus four (4) years prior senior administrative experience in an Executive Assistant role in a client service-oriented, large corporate 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 Translink’s corporate structure and political environment

Knowledge of the relationships and administrative processes in a large corporate structure/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.

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

This is a temporary Assignment with an approximate end date of December 31, 2024.

**Work Designation**:
Hybrid

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

**How to Apply**:
Posting Date: 2024/02/16
Closing Date: Open until filled

Please note that only those short listed will be contacted.

**Equal Employment O

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