Board Assistant

Marketing Statement

A career at TransLink and our family of companies means working with people with a wide range of skills and perspectives, all teaming up towards a common goal: preserving and enhancing the region's world-envied quality of life. Together, we connect the region and enhance its livability by providing a sustainable transit and transportation network, embraced by our communities and people.

At TransLink we are dedicated to building a workforce that reflects the diversity of the communities in which we live. We’re committed to fostering an inclusive, equitable and accessible workplace, recognizing the unique value and skills every individual brings.

Looking for a great place to work where your contributions are valued and you can make a difference in a vibrant city? At TransLink, one of BC’s Top Employers, you'll help make Metro Vancouver a better place to live, built on transportation excellence. Put your future in motion!

Responsibilities

PRIMARY PURPOSE

Provides confidential administrative support at the Board level at TransLink. Coordinates confidential information and documentation for the board meetings, ensuring accurate and timely delivery of administrative services, and keeps the Corporate Secretary apprised of issues if they arise. Interacts with all levels of the organization and external stakeholders to convey information and promotes positive and respectful relationships.

Key Accountabilities

Provides administrative support to in preparing a variety of sensitive and confidential correspondence, memos, presentations, spreadsheets and reports from internal and external sources related the Board of Directors and Mayors council. Compiles several board meeting agenda packages including various reports and supplementary documentation for Committee, Public Board, and In Camera board meetings. Maintains Board portal and uploads documents.

Liaises with Board Chair, Board members, Mayors’ Council, senior executives, and all levels of the organization to schedule numerous and complex calendar bookings (including municipal Councilors and staff); coordinates various events and tours for the Board and Mayors’ Council, involving stakeholder groups.

Coordinates event arrangements for the board meetings and assists with overall program planning, meeting room layout, and catering; supports in developing the meeting agenda. Action items; retrieves, compiles and distributes reference material for meetings. Acts as the recording secretary for quarterly Public Board meetings to record key content and action items.

Manages public delegations’ requests on a regular basis; coordinates with public delegation representatives towards Public Board meeting and compiles and distributes the delegation list to the Board Chair and TransLink Executives.

Identifies and resolves issues or concerns of a confidential and sensitive nature; provides administrative support to other projects, programs and related departments as required.

Verifies and processes Directors’ remuneration and Mayors’ Council meeting fees (including required onboarding for new Board and Mayors’ Council members); responsible for annual compilation of “Statement of Board of Directors Fees and Expenses” to be included in the Financial Information Act filing.

Maintains the “TransLink Corporate Secretary” Outlook Inbox to “action” items, reply, designate, and flag issues; categorizes emails; files relevant emails in OWL.

Qualifications

EDUCATION AND EXPERIENCE:

The competencies for this position would be acquired through successful completion of a Diploma in Business Administration or other relevant area of study plus three (3) years prior administrative experience in a client service-oriented environment, within a similar role and requiring a high degree of confidentiality.

Other Requirements

Strong interpersonal skills including tact, diplomacy, and confidentiality with good business acumen

Strong verbal and written communication skills

Strong organizational skills to coordinate multiple tasks and projects

Strong numeracy skills and experience in applying basic accounting functions

Solid time management skills to process high volume of emails

Solid knowledge of all office software, including word processing, spreadsheet, and presentation software and web-based HRIS systems

Familiarity with TransLink’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.

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

Salary $69,600 - $104,400 per annum (Actual salary offered will be commensurate with education, experience and internal parity).

The Total Compensation Package includes Extended Health, Dental, Transit Pass and enrollment in the Public Service Pension Plan. Focus on your development through tuition reimbursement, training, and mentorship programs. Enjoy a variety of health and wellness programs, including access to gym facilities. Speak to us to know more about what we offer.

How To Apply

Please click the 'Apply' button at the top right corner of the page or go to http://www.translink.ca/careers to apply for this position and view instructions on the process.

INSTRUCTIONS: Please save your (1) cover letter, and your (2) resume as one pdf document prior to uploading your application on-line.

Posting Date: November 5, 2024

Closing Date: Open until filled

Please note that only those short listed will be contacted.

Having trouble applying? Please view the System Requirements & FAQ's by going to http://www.translink.ca/careers.

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. 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 [email protected].