Executive Assistant, Deputy Chief Officer

**Marketing Statement**:
The Metro Vancouver Transit Police Service is the Lower Mainland’s newest police service and the only one of its kind in Canada. In joining the Transit Police, you will be playing a key role in the safety of commuters and members of communities throughout the Lower Mainland. You will be helping to build the image of transit as a safe and desirable alternative to the personal automobile, which will ensure that the Lower Mainland remains a livable region for generations to come.

**Responsibilities**:
PRIMARY PURPOSE

The Executive Assistant provides confidential administrative support at the Executive level within Transit Police. Coordinates confidential information and documentation, ensuring accurate and timely delivery of administrative services, updating the executive on 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 by preparing a variety of sensitive and confidential correspondence, memos, presentations, spreadsheets and reports from internal and external sources.
- Develops and monitors the budget including: developing and preparing the annual budget for office management, allocating resources to cost centers, monitoring and approving expenditures. Reconciles actual expenditures to forecasted / projected budget.
- Receives incoming requests for appointments from various senior staff, elected officials and the civilians; schedules meetings and resolves scheduling conflicts; responds to routine requests, referring to Transit Police as well as outside agencies or representatives.
- Coordinates travel arrangements, external meetings and events; assists with overall event planning, meeting room layout and catering; develops agenda for the events when assigned and attends meeting and / or events to record key content and action items; compiles and distributes reference material, meeting minutes after the meeting/ event.
- Identifies and resolves issues or concerns of confidential and sensitive nature; delegates to the required departments and follows up with them to provide adequate closure of the issues. Provides updates of issues and escalates if resolution is required at the executive level.
- Assesses and provides recommendations regarding vendors/suppliers of administrative supplies and products.
- Participates on various policing committees such as BC Chiefs of Police, BC Municipal Chiefs, Special Olympics and other national/provincial sub-committees. Records meeting minutes and provides input if required / assigned.
- Participates in projects pertaining to improvement and implementation of new administrative procedures, office equipment, systems and technologies. Provides administrative support to projects, and other departments as requested.
- Acts as a critical incident scribe for critical incidents, ensuring that the incident is recorded in an adequate and comprehensive manner and relevant documentation is compiled on time to assist in informed decision making.

**Qualifications**:
Education and Experience:
The competencies for this position are acquired through successful completion of a Grade twelve (12) with a Diploma in Business Administration or related plus three (3) years prior administrative experience in a client service-oriented environment, requiring a high degree of confidentiality. Training or working knowledge of critical incident writing will be required.

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 Transit Police’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.

Please note: An equivalent combination of education and experience may also be considered.

Once in the process, testing will be used to confirm this suitability and all internal applicants will be required to obtain a pass mark of 70% on each component of the testing to demonstrate a minimum level of proficiency in the position.

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

**Rate of Pay**:
Grade 3 - $64,000 to $96,000

The Total Compensation Package includes Extended Health, Dental, Transit Pass and enrollment in the Public Service Pension Pla