PRIMARY PURPOSE
Provides confidential clerical and administrative support to the Senior Director of the Fleet Transformation department by maintaining records, coordinating schedules and meetings, processing documentation, and responding to internal and external inquiries in accordance with established policies and procedures. The role will play a key part in supporting fleet and infrastructure transformation initiatives.
KEY ACCOUNTABILITIES
Provides confidential clerical and administrative support to the department by producing a variety of highly confidential correspondence, memos, presentation materials, spreadsheets and reports from researched data, drafts or verbal instructions; composes and prepares routine and mass mail correspondence; reviews documents for grammar, spelling, coding; opens, reviews and distributes incoming mail.
Supports the CMBC Fleet Transformation program by co-creating program documentation and materials, providing spelling, grammatical, and strategy review and input and may support in the broad distribution of documentation.
Collaborates with Senior Director to establish and maintains a filing and record keeping system to ensure the efficient and secure storage and retrieval of correspondence, reports, reference material and other documents; compiles, updates and maintains procedural manuals. Maintains and updates spreadsheets and databases for tracking department specific information, generating reports from those sources as requested.
Arranges appointments and meetings; coordinates calendar for department Senior Director, including certain Managers or other Directors at Senior Director’s discretion; coordinates events, functions and travel arrangements; maintains business contact lists; retrieves, compiles and distributes reference material for meetings and takes and transcribes minutes.
Maintains confidential employee information including employee timekeeping records, changes of status, personnel contact lists and other related reports as requested.
Assists with preparation of departmental budgets. Monitors expenditures, processes departmental invoices and expense claims/receipts, and reports on variances for area.
Maintains and orders office supplies and arranges for the maintenance and repair of office equipment.
Provides administrative support to other projects, programs and related departments as required.
