Regional Administrative Assistant

Viarail; Winnipeg; Hybrid; CAD 57,000 - 71,000; Full time

Job summary

VIA Rail Canada is seeking an experienced administrative assistant to provide essential support to the Customer Experience LDRR team. You will handle inquiries, coordinate information, and prepare reports for senior managers across Winnipeg, Vancouver and Halifax.

Ideal candidates will have 5+ years' administrative experience, strong bilingual communication skills, and advanced proficiency with Outlook, Word, Excel and PowerPoint in a fast-paced railway environment.

Qualifications

• College Diploma in administration or equivalent with a minimum of 5 years of experience as an administrative assistant.
• Very strong oral and written communication skills in both official languages.
• Advanced skills in Outlook, Word, Excel and PowerPoint.
• Broad range of experience and knowledge in Customer Services activities, operations and processes.

Responsibilities

• Reviews inquiries, conducts initial research, drafts responses, and consolidates information for reports.
• Supports CE Managers with administrative duties for front-line personnel and handles follow-up on complaints and service recovery.
• Prepares monthly reports on regulatory data and attends management meetings, taking minutes as required.

Skills

Bilingual (English/French)

Strong communication

Organizational skills

Team collaboration

Education

College Diploma in Administration

Tools

Outlook

Word

Excel

PowerPoint

Job description

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Annual Salary / Hourly Rate : $56,566 - $70,708

Number of positions to be filled :1

Application Deadline :10/11/2026

Did you know that VIA Rail is carrying out ambitious projects to modernize its services and infrastructure? From our new ultramodern train fleet to ongoing improvement of our infrastructure, we’re building the future of transportation in Canada. Working for VIA Rail is being a part of a collective effort in sustainable mobility.

Provide administrative support to the Customer Experience LDRR team , handling the administrative workload associated with On and Off Train Customer Services operations. Vancouver, Winnipeg and Halifax.

RESPONSIBILITIES

• Reviews all incoming inquiries and correspondence, conducts initial research and analysis, and prepares draft responses. Coordinates the flow of information between the Senior Managers and the Managers and ensures that the information submitted by Managers is arranged into consolidated reports.
• Supports the Customer Experience Managers with respect to the administrative duties related to front-line personnel. Conducts or coordinates the follow-up activities required for customer complaints, grievances, incident reports and the service recovery program.
• Prepare monthly reports updating regulatory information and data such as SMS, PRMC, Health and Safety Committee etc. Attends monthly management meetings, preparing minutes as required.
• Coordinates the communication new Customer Experience initiatives /programs to Customer Experience Managers and their front-line personnel. Organizes meetings and conference calls, ensures all participants are informed of the nature of the discussion and are given the appropriate documentation in advance.
• Inputs payroll and verifies accuracy for non unionized employees. Monitors manager schedules for vacation, leaves of absence etc. Prepares and distributes Duty Officer rosters.
• In the absence of the Sr. Managers or CE managers, ensures that all matters for immediate handling are redirected to, and handled by the appropriate persons.

WHAT WE ARE LOOKING FOR

• College Diploma in administration or equivalent with a minimum of 5 years of experience as an administrative assistant.
• Very strong oral and written communication skills in both official languages.
• Advanced skills in Outlook, Word, Excel and Powerpoint.
• Broad range of experience and knowledge in Customer Services activities, operations and processes.
• Must be self-motivated and be able to perform under minimal supervision in a fast-paced, dynamic environment.
• Must demonstrate initiative and sound judgement. High degree of diplomacy, and confidentiality required.
• Very strong oral and written communication skills in both official languages
• Excellent interpersonal skills. Must be flexible, adaptable and be a team player, able to support the relationship between team members.
• Results-oriented with commitment to quality.
• High degree of resourcefulness and creativity in problem-solving.
• Organizational and planning abilities.
• Strong work ethics and integrity.

At VIA Rail, we are proud to be an employment-equity employer and we strive to form teams that reflect the diversity of Canadian society. We aim to remove barriers to employment accessibility and aspire to provide an inclusive and equitable work environment where everyone is valued, regardless of their identity or differences, to enable them to reach their full potential.

If you need assistance in making the recruitment process or the position you are applying for more accessible, please let us know. Alternate arrangements may be offered to individuals who request them at any stage of the recruitment process. All information received in relation to arrangements will be kept confidential.

Note that we will only contact those who are selected for an interview.

Join our 3,000 other employees in helping provide Canadians with a safe, accessible, environmentally sustainable way to travel!