Confidential Assistant - FTT

TransLink; Vancouver; Hybrid; CAD 60,720 - 91,080; Full time

Benefits offered by this job

Extended Health

Dental

Transit Pass

Public Service Pension Plan enrollment

Job summary

TransLink is seeking an Administrative Assistant to provide confidential clerical and administrative support across departments. The role supports budget processing, document preparation, and information flow within TransLink and its subsidiaries.

Responsibilities include handling calls, scheduling, budgeting assistance, and maintaining records in a hybrid on-site/remote setup within British Columbia. This full-time position offers benefits and a total annual compensation between CAD 60,720 and

Qualifications

• Grade 12 with post-secondary courses in office administration and procedures.
• 2 years administrative experience in a client-service environment.
• Strong confidentiality, communication, and organizational skills.

Responsibilities

• Provide confidential clerical and administrative support across departments.
• Screen calls, route inquiries, and track information flow for timely responses.
• Maintain filing, databases, budgets, and reports as requested.
• Arrange meetings, coordinate calendars, travel, and minutes.

Skills

Interpersonal skills

Verbal & written communication

Analytical skills

Office software proficiency

Education

Grade 12 with post-secondary courses in office admin

Tools

Word processing

Spreadsheets

Presentations

Web-based HRIS

Job description

Responsibilities

Provides confidential clerical and administrative support for various departments within TransLink and subsidiaries.

• Produces 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, and simple mathematical accuracy; opens, reviews, and distributes incoming mail.
• Screens incoming calls for the department, attending to routine enquiries from within TransLink and subsidiaries and from outside agencies or representatives; refers to others for response where appropriate, tracks and expedites information flow, takes messages, provides information about departmental policy and procedures, and follows up with managers and staff to ensure complete and timely provision of information, including responses to any customers or public enquiries or complaints.
• Maintains filing and recording systems to ensure efficient and secure storage and retrieval of correspondence and reports; compiles, updates, and maintains procedural manuals; maintains and updates spreadsheets and databases for tracking department-specific information and generates reports as requested.
• Arranges appointments and meetings; coordinates the calendar for the department Director and some Managers; coordinates events, functions and travel arrangements; maintains business contact lists; retrieves, compiles and distributes reference material for meetings and takes and transcribes minutes.
• Maintains employee information, including timekeeping records, status changes, personnel contact lists, and other related reports as requested.
• Assists with preparation of departmental budgets, monitors expenditures, processes invoices and expense claims/receipts, and reports on variances.
• 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.

Qualifications

• Education: Grade 12 and post-secondary courses in office administration and procedures.
• Experience: 2 years administrative experience in a client-service 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 for data entry and formatting in databases.
  • Basic knowledge of accounting principles for expense monitoring, budgeting, and reporting.
  • Strong organizational skills to coordinate multiple tasks and projects.
  • Knowledge of TransLink’s corporate structure, policies and programs.
  • Proficiency in all office software (word processing, spreadsheets, presentations, web-based HRIS).

Compensation & Benefits

• Pay: 60,720 - 91,080 per annum, based on education, experience, skills and qualifications.
• Benefits: Extended Health, Dental, Transit Pass, and Public Service Pension Plan enrollment (upon eligibility); additional employment offers discussed during application.
• Work schedule: 37.5 hours per week (full-time temporary); anticipated end date July 16 2027.
• Work designation: Hybrid – both on-site and remote within B.C.

Equal Employment Opportunity

TransLink 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. 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].