Executive Assistant, Operations

7 months ago

Metro Vancouver Regional District, Canada Coast Mountain Bus Company Ltd Full time

**Marketing 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 at the executive level for various departments within Operations at Coast Mountain Bus Company (CMBC). Coordinates confidential information and documentation flowing to and from the office of the Vice President (VP), ensuring accurate and timely delivery of administrative services, and keeps the VP 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 VP 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 VP 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 CMBC, TransLink and other subsidiaries as well as outside agencies or representatives.

Coordinates travel arrangements, functions and higher profile events; 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 VP, 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 AND EXPERIENCE

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

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

**Work Designation**:
Hybrid

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

**Rate of Pay**:
Salary $59,965 - $74,957 per annum (Actual salary offered will be commensurate with education, experience and internal parity).

The Total Compensation Package includes Extended Health, Dental, Transit Pass and enrollment in the Public Service Pension Plan. Focus on your development through tuition reimbursement, 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**:
Posting Date: April 10, 202

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