Reporting to the Administrative Lead, you will provide confidential administrative and technical support to the Manager of Transit Service Vehicles, as well as to Leaders within the division. You will play a key role in ensuring smooth day-to-day operations by coordinating communications, supporting divisional functions, supporting labour relations activities, and managing complex administrative processes with professionalism and discretion. Primary duties include:
- Coordinate the receipt, processing, and distributing of all incoming correspondence and email inquiries, including confidential material and confidential labour relations information.
- Coordinate and manage the Manager's calendar, ensuring efficient scheduling and prioritization of meetings and commitments.
- Organize all aspects of divisional meetings, including catering, coordinating, and taking and distributing minutes.
- Coordinate and schedule grievance hearings and discussion meetings with the Manager, union executives, Human Resources, Leaders, and Supervisors.
- Prepare and ensure all correspondence, tenders, specifications, reports, and bulletins, meet corporate format standards and accuracy in grammar and procedure.
- Process retirements and resignations (employee separations) and coordinate onboarding of new employees.
- Maintain office equipment, stock and order office supplies.
- Coordinate Manager travel needs including reservations, booking, payments and records. Support the division in the Conference Application approval process.
- Review, verify coding, and recommend invoices for payment approval of the Manager.
- Support the approval or sign-off of various divisional documents by the Manager, and when needed, liaise with the Administrative Lead and/or Administrative Assistant to the Director for approval by the Director.
- Act as a liaison between Leaders and the Manager, ensuring timely communication and follow-up.
- Prepare and arrange approvals of expense reports and Corporate Credit Card expenses for the Manager.
- Provide relief coverage for Spring Gardens reception, other Administrative Assistants, the Administrative Lead, and the Administrative Assistant to the Director.
- Coordinate seasonal divisional events and support Business Unit events or Departmental events.
Qualifications - A completed 1 year certificate in Office or Business Administration or a closely related field, plus at least 3 years of relevant administrative experience.
- Intermediate level of proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, and Teams).
- Experience with PeopleSoft Time and Labor, Financial Supply Chain Management (FSCM), Human Capital Management (HCM), Content Server, SharePoint, HASTUS, and/or ARIBA is considered an asset.
- An understanding of the Access to Information Act (ATIA) is considered an asset.
- Strong communication skills, sound judgement, and excellent time management abilities.
- Demonstrated professionalism when handling sensitive and confidential matters, with a proven ability to work accurately, efficiently, and in a fast-paced environment.
Pre-employment Requirements - Applicants will be tested for appropriate skills.
- Successful applicants must provide proof of qualifications.
Position and Pay Information - Business Unit: Calgary Transit
- Union: ATU Local 583
- Position Type: 1 Permanent
- Compensation: $34.29 - 45.86 per hour
- Hours of work: Standard 35 hour work week.
- Days of work: This position works a 5-day work week with 1 day off in a 3 week cycle.
- Location: 928 32 Avenue NE
- Audience: Internal/External
- Apply By: July 21, 2026
- Job ID: 314909
