Chauffeur/special Assistant Cover Letter Examples And Template
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Chauffeur/special Assistant Cover Letter Examples
Chauffeur/Special Assistant Cover Letter At Corporate Services Division, Business Support Services Branch, Fleet Management Centre Fleet Operations
Corporate Services Division, Business Support Services Branch, Fleet Management Centre Fleet Operations
Position Title: Job Code: Job ID: Purpose of Position : To ensure the security and transportation of senior government officials
such as the Lieutenant Governor
Premier
Cabinet Ministers
Parliamentary Assistants
Deputy Ministers and visiting dignitaries
cabinet documents
red-tag documents
mail and other items in safe
confidential and timely manner and to undertake duties as special assistant or other supporting roles. To provide security to the vehicle
and more importantly
to protect the safety of the client en route and at locations where volatile and unpredictable security threats may arise. Duties / Responsibilities : 1) Ensures client safety and security at all times
and specifically in potentially high-risk situations or areas
by planning effective and efficient routes
drop points and departure locations
alternatives and contingencies; employing defensive driving skills and judgement; practicing danger detection
recognition and avoidance skills; reacting quickly and calmly to changing or emergency situations; and responding to medical emergencies en route. 2) Transports and assists senior government officials and visiting dignitaries by providing confidential and personal assistance using judgement
tact
political acuity and discretion; assisting with luggage and parcels. 3) Pre-plans
coordinates and organizes trips and client itineraries
including interacting effectively and maintaining communication with clients' Special/Executive Assistants regarding scheduling and issues management
monitoring weather and road conditions in order to plan efficient routes
utilizing GPS navigational devices. 4) Couriers confidential/highly sensitive cabinet documents
red-tag documents
mail
packages and other items ensuring the security and confidentiality of the documents at all times and delivering them to the appropriate recipient. 5) Maintains electronic and paper records of activities
such as chauffeur requisitions
vehicle logs
and fleet card purchases. 6) In the absence of Garage Supervisor
coordinating transportation services
such as chauffeur services
vehicle rentals
courier services
and pre-trip inspections
for senior government officials by liaising with clients to identify their transportation needs and scheduling chauffeurs/garage attendants to meet these needs. 7) Working irregular hours often away from headquarters
staying overnight on occasion
maintaining contact with clients' Special/Executive Assistants while coordinating the clients' transportation needs and schedule for the day(s) away from home base. 8) Ensuring the safe operation and maintenance of Ministry fleet and client vehicles by performing preventative maintenance inspections and repairs
pre-trip inspections (i.e. check fluid levels
tire pressures
operation of brakes
lights and other accessories; cleaning/polishing vehicles inside and outside); and assisting motor vehicle mechanics. 9) Wearing uniform as required by the ministry. Staffing and Licensing : Valid Ontario Class G or F Driver's License. Incumbents in these positions must pass all applicable OPS security checks. First aid and cardio-pulmonary resuscitation techniques. Knowledge : Position requires knowledge of accepted security procedures and practices in order to ensure the safety
security and confidentiality of clients and confidential government documents en route. Knowledge of internal administrative and scheduling processes related to the delivery of services in order to work closely with clients' assistants to maintain schedule and itinerary while travelling as well as determine availability and type of vehicles to meet clients' needs. Knowledge of government office and facility locations
road network and route selection for Toronto and other locations across Ontario
using electronic and paper maps
directories
guides and GPS navigational devices to meet clients' transportation needs. Knowledge of accommodations facilities around the province in order to propose and secure appropriate lodgings en route when required. Position requires up-to-date first aid and cardio-pulmonary resuscitation techniques in case of medical emergencies en route. Knowledge of applicable traffic laws in order to transport clients and documents safely. Position requires computer skills to: input data into spreadsheets and databases; word processing and electronic mail to prepare correspondence and communicate with staff and clients; knowledge of Internet and electronic maps
and roadway and weather information systems e.g.
Roadway Weather Information System (RWIS) to retrieve roadway and weather information to determine road conditions or advise clients. Position requires knowledge of communication equipment
including cellular phone
multiplex phones
intercom
voice and electronic mail
Black Berry and/or other GPS navigational devices in order to maintain contact with the home base and client offices. Position requires knowledge in record keeping in order to track usage and maintenance of vehicles. Routine preventative maintenance requirements and techniques
including basic automotive technology and vehicle maintenance/repair equipment to maintain vehicles in safe operating condition. Safe work practices when working around rotating engine parts
moving vehicles
elevated vehicles
confined spaces
solvents and cleaners. Skills : Position requires superior communication skills in order to make clear and efficient pick-up and delivery arrangements with clients and their staff. Position requires strong interpersonal skills
including confidentiality
judgement
public relations
discretion
courtesy
tact
diplomacy and political acuity in discussing/delivering services to clients and Cabinet Office courier service provider. Communication and interpersonal skills are also required to regularly interact with a variety of contacts including politicians
employees
the general public and dignitaries when responding to potentially sensitive/volatile situations (i.e. press interest in client
irate demonstrators). Position requires punctuality
attention to detail and portraying a professional appearance at all times while chauffeuring and assisting clients. Ability to solve practical problems and react quickly and calmly to changing or emergency circumstances. Position requires analytical and problem solving skills in order to: select and/or adjust routes depending on security concerns
traffic and weather conditions
estimate arrival/departure times
give and receive directions in order to locate client locations
perform repairs en route (i.e. flat tire
fluid) or acquire vehicle repairs from external sources to avoid delays and maintain clients' schedules and determine safe operating condition of the vehicle. When backfilling Garage Supervisor
requires ability to match client requests to available resources
considering client preferences for vehicles or staff
staff shift times
vehicle requirements
overtime rotation and time available and collective agreement requirements. Position requires physical skill and ability to safely escort clients and sensitive documents to and from the vehicle
parking areas
drop points and departure locations and within/between various building premises. Position requires ability to read and understand specific vehicle operating manual to operate every device in the car to ensure proper operation and maintenance. Ability to read and understand roadmaps (electronic and paper)
GPS navigation devices
road condition and weather condition data in order to plan effective routes
estimate departure and arrival times and determine changes en route. Freedom of Action : Job requires work to be performed in accordance with established procedures and instructions while dealing with high- level government officials and confidential documents. Independently
or in consultation with co-workers or Garage Supervisor
selects routes
accommodates clients' specific requests and assesses vehicle condition. Job requires referring situations not covered by defined procedures to supervisor
e.g. conflicting priorities
hazardous driving conditions
changes en route while in transit
passenger complaints
accidents. Work is reviewed through monitoring and review of logs for timely completion of trips and delivery of material
as well as client feedback to measure satisfaction. Judgement is required in decision making situations which affect the safety of individuals and necessitate an immediacy of action. Errors in assessing security needs and maintaining security procedures could result in danger to senior government officials and disclosure of high-level
confidential documents. Failure to use courtesy
tact and political acuity in dealing with senior officials could have adverse effects on Garage operations and lead to poor client service
By AL
[Your Address]
[City, Province, Postal Code]
[Your Email]
[Your Phone Number]
[Date]
Human Resources
Corporate Services Division
Business Support Services Branch
Fleet Management Centre Fleet Operations
[Company Address]
[City, Province, Postal Code]
Dear HR,
I am writing to express my interest in the Chauffeur/Special Assistant position within the Corporate Services Division. My name is Al, and I possess the skills and experience to ensure the utmost safety and security for senior government officials, while also providing exceptional support in the role of Special Assistant.
With a strong background in high-pressure environments, I excel in planning efficient routes and ensuring the confidentiality of sensitive documents. My defensive driving skills, combined with my ability to assess potentially volatile situations, position me well to handle the responsibilities outlined in the job description. I bring a deep understanding of government protocols, logistics, and client engagement, which are essential for success in this role.
What excites me most about this position is the opportunity to directly contribute to the safety and effectiveness of our government leaders. I am particularly drawn to the commitment your organization demonstrates towards maintaining high standards and exceptional service, which aligns with my professional values.
I am adept at coordinating complex schedules and communicating effectively with clients and their teams, ensuring seamless operations at all times. My attention to detail, punctuality, and professional demeanor enable me to foster trust with clients while navigating their unique needs.
I look forward to the opportunity to discuss how I can contribute to the Fleet Management Centre. Thank you for considering my application.
Sincerely,
Al