Regional administrative assistant

Description

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 and reservation system, we’re building the future of transportation in Canada. Working for VIA Rail is being a part of a collective effort in sustainable mobility.

Be a part of VIA Rail’s transformation as we undergo improvements to our infrastructure and operationalize our new ultramodern train fleet! As an integral part of the Customer Experience team, you will be supporting various initiatives for the management team from our new reservation system to the new fleet in additional to daily operational needs. Collaborate with VIA Rail for the future of transportation in Canada and help us lead the effort in sustainable mobility.

Reporting to Senior Managers in Corridor East, the Regional Administrative Support provides administrative support to the On and Off Train Customer Services operations. This will require the capability to manage a large volume of highly confidential and sensitive information. You must be extremely organized, able to deal with competing priorities and have excellent communication and time management skills. You are an enthusiastic self-starter and will be required to work with a high degree of independence, utilizing tact and good judgment.

Responsibilities

• Reviews all incoming inquiries and correspondence, conducts initial research and analysis, creates reports and prepares draft responses; and coordinate/draft communications to employees
• Supports the Customer Experience Managers with respect to the administrative duties related to front-line personnel;
• Conducts, coordinates the follow-up activities required for customer complaints, grievances, incident reports
• Supervises clerical staff who provide administrative support; provide guidance and training where necessary
• Inputs, review, complete bi-weekly payroll and verifies accuracy for Management and administrative support staff under Collective Agreement 1 and 2; and submit required adjustments with required approvals prior submitting to pay services;
• Organizes meetings, and Town Halls , ensures all participants are informed of the nature of the discussion and are given the appropriate documentation in advance; recording and filing meeting minutes
• In the absence of the Sr. Managers, ensures that all matters for immediate handling are redirected to, and handled by the appropriate persons;
• Works in conjunction with 3rd party suppliers directed by reporting manager.
  
  

Participate in various Customer Experience projects and initiatives as requested

Requirements

Requirements :

• College Diploma in administration or equivalent with a minimum of 5 years of experience as an administrative assistant;
• Advanced skills in Office 365 (Outlook, Word, Excel, PowerPoint, Teams, Sharepoint)
• Strong attention to detail, ability to prioritize multiple requests from multiple stakeholders
• Must be self-motivated and be able to perform under minimal supervision in a fast-paced, dynamic environment;
• Must demonstrate initiative and sound judgment. High degree of diplomacy, and confidentiality required;
• Very strong oral and written communication skills in both official languages;
• Excellent interpersonal and communication skills;
• Must be flexible, adaptable and be a team player, able to support the relationship between team members;
• Strong work ethics and integrity;
• Results-oriented with commitment to quality;
• High degree of resourcefulness through organizational, planning abilities as well as files follow-up;
• Creativity in problem-solving.
• Knowledge or experience in unionized work environments is an asset
  
  

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.

Why choose VIA Rail?

• Competitive salary and a generous compensation and benefits package;
• Flexible options for hybrid remote work;
• A close knit team of happy co workers;
• Numerous opportunities for career advancement;
• An environment that supports employee health and well being;
• A wide range of health and wellness benefits for employees and their families, including unlimited telemedicine service;
• To contribute to a sustainable transportation service connecting Canadian communities;
• First as an employer of choice and as the most trusted carrier among transportation companies in the 2022 Canadian Reputation study published by Leger.
• Learn more about VIA Rail: https://corpo.viarail.ca/en/company
  
  

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