Administrative Support

Description:

TransLink, one of British Columbia’s Top Employers, is seeking a Confidential Assistant to provide high-level administrative and clerical support within its financial department. This position plays a crucial role in ensuring the smooth operation of departmental activities by handling confidential information, coordinating communications, managing documentation, and supporting financial processes.

Working within a dynamic and inclusive environment, the Confidential Assistant will contribute to TransLink’s mission of connecting the Metro Vancouver region through a sustainable and efficient transportation network. The role requires professionalism, strong organizational abilities, and discretion when managing sensitive information.

Key Responsibilities:

• Provide confidential administrative and clerical support to the department and senior staff.

• Prepare and edit confidential correspondence, reports, spreadsheets, presentations, and memos from drafts or verbal instructions.

• Manage and screen incoming calls and correspondence; handle routine inquiries and direct complex issues appropriately.

• Maintain secure filing systems and documentation for correspondence, reports, and reference materials.

• Arrange and coordinate appointments, meetings, travel, and events for the Director and departmental managers.

• Take and transcribe meeting minutes; compile and distribute reference materials as required.

• Track and process departmental budgets, invoices, and expense claims; monitor expenditures and report variances.

• Maintain accurate employee timekeeping records, personnel contact lists, and other HR-related reports.

• Assist in the development and maintenance of procedural and training documentation.

• Maintain office supplies, equipment, and support department-wide administrative functions.

• Handle data entry, maintain databases and spreadsheets, and generate reports as requested.

• Provide support to other related projects, programs, and departments as needed.

Qualifications:

• Successful completion of Grade 12 and post-secondary courses in office administration or related field.

• Minimum of 2 years of administrative experience in a confidential and client-focused environment.

• Strong proficiency in MS Office applications (Word, Excel, Outlook, PowerPoint) and familiarity with web-based HRIS systems.

• Basic understanding of accounting principles for monitoring budgets and expenses.

• Excellent verbal and written communication skills.

• Strong organizational, time management, and multitasking abilities.

• Ability to handle sensitive information with discretion and professionalism.

• Solid analytical skills for managing data entry and formatting within databases.

• Knowledge of TransLink’s corporate policies and structure (preferred).

Key Competencies:

• High level of integrity, confidentiality, and professionalism.

• Strong interpersonal and relationship management skills.

• Detail-oriented with strong problem-solving and analytical thinking.

• Adaptable, resourceful, and capable of managing competing priorities.

• Collaborative team player with a positive and proactive work ethic.

Employee Benefits:

• Comprehensive Extended Health and Dental coverage.

• Transit Pass and enrollment in the Public Service Pension Plan.

• Access to flexible hybrid work arrangements within B.C.

• Competitive salary with consideration for education, experience, and internal equity.

• Opportunities for career advancement, learning, and professional development.

Work Schedule: 37.5 hours per week (Hybrid work model – partial remote flexibility within B.C.)

About the Organization:
TransLink (South Coast British Columbia Transportation Authority) is the regional transportation authority responsible for planning, managing, and delivering sustainable transportation services throughout Metro Vancouver. Recognized for its diversity, inclusion, and innovation, TransLink is dedicated to improving regional connectivity and enhancing quality of life for its communities.