Engineering Portfolio Assistant - PTR

PRIMARY PURPOSE
The Engineering portfolio assistant supports the day‑to‑day operations and activities of the VP, Engineering. The position supports the operations of the division by preparing agendas and materials for distribution, following up on action items and reviewing submissions from the Leadership Team to ensure satisfactory results or recommend further action. As directed by the VP and/or independently, the Engineering portfolio assistant works with the VP of Engineering to coordinate with the leadership team and/or their staff, follows up for and reviews responses, and ensures satisfactory results or recommends further action.

Key Accountabilities

Provides support on all matters concerning the VP's office, including controlling, reviewing and prioritizing the flow of information into the VP's office; report regularly to the VP and Leadership team, as necessary/directed by VP on issues related to this activity;

Ensures the smooth and efficient operation of the VP's office by improving, implementing and maintaining appropriate systems and procedures and coaches, mentors and guides the work of one executive administrative position. In order to ensure efficient operation of the Executive office, the position works with the EA to coordinate the Executive calendars, tracking assignments delegated to other staff and ensuring standards of accuracy and timelines of correspondence.

Provides senior executive administrative services to the VP. Duties include overseeing the VP's schedule, monitoring and responding to email and correspondence, tracking projects, managing and responding to correspondence in a timely and effective manner; preparing draft responses, and ensuring appropriate documentation is attached to the correspondence; drafting monthly and quarterly reports, implementing administrative systems, and maintaining office records.

Research specific topics and prepare confidential reports for review by the VP, draft and provide presentations, briefing materials and other documents of a technical and confidential nature for use by the VP.

Works collaboratively with all members of the leadership team to ensure key initiatives, assignments, and requests for information are produced, reviewed/edited and/or responded to in a timely manner and that they meet the needs, standards and strategic objectives of Trans Link. This position also independently identifies and consults with staff on internal issues and any other items requiring reconsideration or additional information prior to review by the VP.

Undertakes special projects such as audits and events as required by the VP.

Manages VP's office budget, contracts, including monitoring for contract compliance, deliverables, and authorizes payment for services received on behalf of the VP's office.

Qualifications

Education and Experience

Post‑secondary diploma (or higher) in Office Management, Business Administration, Public Administration or related field; OR an equivalent combination of education and minimum four (4) years of related experience.

Related Experience Must Include All Of The Following

Experience working in a senior administrative position within an executive office setting.

Experience drafting, editing and coordinating briefing materials, reports and correspondence in a time‑sensitive, fast‑paced work environment.

Extensive experience managing an Executive’s calendar and email communication.

Demonstrated experience in establishing and maintaining operational and administrative processes, procedures and records management systems.

Experience dealing with senior executive members on a daily basis.

Extensive experience and demonstrated competency working with a variety of computer applications, such as PowerPoint, Excel, MS Word, MS Exchange, electronic time management systems, electronic mail tracking systems, and other related computer skills working in a Windows and web environment.

Preference may be given to candidates with one or more of the following:
Three to five years experience managing and supervising the work of administrative staff.

Other Requirements

Excellent knowledge of office administration procedures and practices.

Knowledge of…