Executive Assistant, President and Gm

**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 highly confidential administrative and business support to support smooth corporate operations and manage the administrative functions of the President & GM’s Office. Participates in the executive management team by providing advice and guidance on various practices and procedures. Coordinates calendars, appointments, company meetings and agendas. Proactively assists the President and GM with milestone deadlines and timelines. Prepares confidential reports, correspondence, presentations and information for the President and senior management, attends meetings and takes minutes. Responds to all senior management, external stakeholders, employee, and customer enquiries on behalf of the President & GM. Liaises with the Board and the Board Chair. Plans, develops, and implements improved administrative and office procedures. Works closely with staff involved in the delivery of a wide range of administrative and office services and provides advice and guidance on practices and procedures.

KEY ACCOUNTABILITIES

Builds relationships with executives and other leaders, interacting with customers, the public, government and the CMBC Board and Chair. Prepares a variety of highly sensitive and confidential correspondence to respond on behalf of the President to various requests. Coordinates resolution of issues brought to President’s office attention by outside public or stakeholders, by delegating to appropriate staff, divisions, or subsidiaries for action and ensures issues are resolved.

Participates in projects as required, makes recommendations, and implements improvements to the provision of administrative and office systems and services, policies, and procedures. Provides support to the president for identifying and resolving confidential and sensitive matters.; provides administrative support to other projects, programs and related departments as required.

Coordinates travel arrangements, functions, events, management meetings 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.

Develops and oversees an operating budget for the office of the President & GM, in concert with the President, monitors unit expenditures, identifies potential problems and recommends corrective actions, approves invoices for payment within defined authority levels.

Provides guidance to Executive Assistants and Confidential Assistants and leads to the development of and implementation of standardized processes and procedures for the Company. Assists in the Internal Communications department with coverage, coordinates functions and events for CMBC (with its 12 locations and over 6000 employees).

Creates and maintains administrative services purchase orders, ensures payments are made on a timely basis. Manage contracts for vendors including coffee, water, plant maintenance, and carpet cleaning, etc. Oversee quality of these contracts.

**Qualifications**:
EDUCATION AND EXPERIENCE

The competencies for this position would typically be acquired through successful completion of a certificate in business administration together with courses in accounting and supervision.

Three (3) years of previous related experience, providing a range of administrative and business support functions.

Strong interpersonal skills including tact, diplomacy, customer service, and confidentiality.

Strong verbal and written communication skills.

Strong organizational skills to coordinate multiple tasks and projects.

Strong Analytical skills when developing and recommending business improvement and change initiatives.

Demonstrated experience in supervising and managing staff Proficiency in all office software, including word processing, spreadsheet, and presentation software and web based HRIS systems.

**Other Information**:
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