Confidential Assistant, Fleet Transformation

Coast Mountain Bus Company; Vancouver; Hybrid; CAD 60,720 - 91,080; Full time

Job summary

Coast Mountain Bus Company is seeking an experienced administrative professional to support the Senior Director of the Fleet Transformation department. The role includes coordinating schedules, maintaining records, processing documents, and handling inquiries with strict confidentiality.

You will assist with program documentation, budgeting, and reporting while supporting meetings, travel, and office operations in a hybrid work setup within British Columbia.

Qualifications

• Successful completion of Grade 12 and post-secondary courses in office administration and procedures.
• 2 years of administrative experience in a client service environment with high confidentiality.
• Proficiency with standard office software and data entry.

Responsibilities

• Provides confidential clerical and administrative support to the Senior Director of the Fleet Transformation department.
• Produces confidential memos, reports, and presentations from data or instructions.
• Maintains filing and record-keeping systems for efficient storage and retrieval of documents.
• Maintains and updates spreadsheets and databases for tracking department information.
• Coordinates appointments, meetings, travel arrangements, and minutes.
• Maintains confidential employee information and assists with department budgets.
• Orders office supplies and supports other projects as needed.

Skills

Interpersonal skills

Verbal and written communication

Analytical skills

Organizational skills

Confidentiality

Education

Grade 12 + post-secondary courses in office administration

Tools

Microsoft Office

HRIS systems

Adobe

AI-enabled tools

Job description

Responsibilities

Provides confidential clerical and administrative support to the Senior Director of the Fleet Transformation department by maintaining records, coordinating schedules and meetings, processing documentation, and responding to internal and external inquiries in accordance with established policies and procedures. This role will play a key part in supporting fleet and infrastructure transformation initiatives.

Key Accountabilities

• Produces a variety of highly confidential correspondence, memos, presentation materials, spreadsheets and reports from researched data, drafts or verbal instructions; composes and prepares routine and mass mail correspondence; reviews documents for grammar, spelling, coding; opens, reviews and distributes incoming mail.
• Supports the CMBC Fleet Transformation program by co‑creating program documentation and materials, providing spelling, grammatical, and strategy review and input and may support in the broad distribution of documentation.
• Collaborates with Senior Director to establish and maintain a filing and record keeping system to ensure the efficient and secure storage and retrieval of correspondence, reports, reference material and other documents; compiles, updates and maintains procedural manuals.
• Maintains and updates spreadsheets and databases for tracking department specific information, generating reports from those sources as requested.
• Arranges appointments and meetings; coordinates calendar for department Senior Director, including certain Managers or other Directors at Senior Director’s discretion; coordinates events, functions and travel arrangements; maintains business contact lists; retrieves, compiles and distributes reference material for meetings and takes and transcribes minutes.
• Maintains confidential employee information including employee time‑keeping records, changes of status, personnel contact lists and other related reports as requested.
• Assists with preparation of departmental budgets. Monitors expenditures, processes departmental invoices and expense claims/receipts, and reports on variances for area.
• Maintains and orders office supplies and arranges for the maintenance and repair of office equipment.
• Provides administrative support to other projects, programs and related departments as required.

Education & Qualifications

The competencies for this position would typically be acquired through successful completion of Grade 12 and post‑secondary courses in office administration and procedures.

Experience

2 years prior administrative experience in a client service‑oriented environment, requiring a high degree of confidentiality.

Other Requirements

• Strong interpersonal skills including tact and diplomacy.
• Strong verbal and written communication skills.
• Solid analytical skills to input and format data within databases.
• Basic knowledge of accounting principles to assist in expense monitoring, budgeting and reporting.
• Strong organizational skills to coordinate multiple tasks and projects.
• Existing and comprehensive knowledge of CMBC’s corporate structure, policies and programs is preferred.
• Proficiency on all office software, including word processing, spreadsheet, and presentation software and web‑based HRIS systems, and Adobe and AI‑enabled tools to create charts and other visual material.

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

The salary for this position ranges from $60,720 - $91,080 per annum. Actual salary offered will be based on education, experience, skills, and qualifications as they relate to the role. We aim to provide competitive pay that reflects your professional background and expertise. The Total Compensation Package, which includes Extended Health, Dental, Transit Pass and enrollment in the Public Service Pension Plan as well as other employment offerings, will be discussed in detail as your application progresses.

Equal Employment Opportunity

Coast Mountain Bus Company is committed to employment equity and building a diverse workforce, representative of the customers we serve and the many communities in the Metro Vancouver region. We welcome and encourage Indigenous applicants, people of colour, all genders, 2SLGBTQ+ and persons with disabilities to apply. Learn more about TransLink's commitment to equity, diversity and inclusion.

Accommodations are available on request for candidates taking part in all aspects of the selection process. For a confidential inquiry, simply email us at [e-mail]