Assistant Corporate Secretary

Job Title

Assistant Corporate Secretary

Job ID

Company

TransLink

Location

Greater Vancouver

Full/Part Time

Full-Time

Regular/Temporary

Regular

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 senior-level administrative support to TransLink Board of Directors, the Mayors’ Council on Regional Transportation, joint meetings of the TransLink Board and Mayors’ Council, and the Screening Panel (the Governance Entities). Supports the General Counsel & Corporate Secretary with administering subsidiaries’ Governance framework.

KEY ACCOUNTABILITIES

Coordinates quarterly Board cycles including Board Strategy Sessions, New Director Onboarding and Screening Panel. Communicates across the organization including Board of Directors, CEO, Executives, Subsidiary Boards and supports staff on Board and Governance related administrative services at the highest level.

Coordinates Board events; both on-site and off-site meetings, tours, visits and Annual General Meeting as assigned. Manages the public delegations request process, rejecting late requests as required. Ensures all the relevant board events and public delegation information is delivered to Board of Directors and Management in a timely manner.

Oversees scheduling, calendar management and general correspondence for meetings including Board and Committee Meeting, Mayors’ Council, Screening Panel, Joint TransLink Board and Mayors’ council and other meetings involving Board of Directors. Distributes meeting minutes redacting confidential items as appropriate, and maintains up-to-date and accurate records of all meeting minutes.

Prepares various reports and presentations for the Board and the Chair, as assigned. Proofreads Board reports compiled by others, for accuracy. Prepares resolutions and consents for the TransLink Board. Provides Board summary reports for the Statutory Annual Report. Prepares follow-up and action reports resulting from Board meetings; handling necessary requests and correspondence required by Board of Directors as required.

Ensures all material required for various meetings is delivered promptly to Board of Directors and senior management. Prepares agendas by working closely with the Corporate Secretary, CEO, Board Chair, Committee Chair and Management and ensures Board agendas, reports and bylaws are posted on the TransLink and related websites, as appropriate. Researches best practices and trends in technology & administration process related to Board Governance.

Ensures compliance with Board Governance Manual and statutory requirements. Maintains and updates the Board Governance Manual, as required. Administers annual evaluation questionnaire process for the Board, and implements changes to procedures resulting from the questionnaire. Collects information from Board of Directors and Officers towards legal and regulatory compliance. Advises across all levels of the organization on sensitive & confidential administration matters related to Board governance process, procedures and Board protocol.

Updates and develops as required, processes for electronic records management filing system and follows record retention protocol. Liaises with Records Management regarding corporate record keeping for TransLink and subsidiary Boards. Provides historical corporate secretary records as requested.

Ensures adequate onboarding for the newly hired Board of Directors including facilitating training and orientation process, verifying and processing Board of Directors’ and Mayor’s council remuneration, updating corporate records, managing computer equipment and related office products for the board members and identifying and troubleshooting issues; referring issues that fall outside of policies and procedures to management.

Supervises Board Administrative assistant including participating in recruitment, selection, development and managing performance.

Qualifications

EDUCATION AND EXPERIENCE

The competencies of this role are acquired through completion of an undergraduate degree in Business Administration or related discipline plus four (4) years or experience in progressive administrative roles within a large organization with familiarity in Board/Executive structures and protocol.

OTHER REQUIREMENTS

Excellent working knowledge of corporate structures; governance framework and statutory requirements

Excellent oral and written communication skills with high degree of attention to detail

Intermediate knowledge of office software, including Word, Outlook, Excel and PowerPoint

Excellent organizational and interpersonal skills with high degree of tact and diplomacy to deal with political sensitivities related to the Mayors Council and the Board of Directors

Strong multi-tasking skills with ability to take initiative and work under tight deadlines during board cycles

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

The salary for this position ranges from $77,520 - $116,280 per annum. Actual salary offered will be based on education, experience, skills, and qualifications as they relate to the role.

We aim to provide competitive pay that reflects your professional background and expertise. We want to ensure our offer will align with your strengths considering experience, skills, and internal equity to offer a fair and equitable salary. The Total Compensation Package, which includes Extended Health, Dental, Transit Pass and enrollment in the Public Service Pension Plan as well as other employment offerings will be discussed in detail as your application progresses.

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: October 26, 2026

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