Administrative Assistant III (Planning, Urban Design, & Sustainability) – City of Vancouver (Vancouver, BC)

By | January 9, 2019

  Requisition ID: 12531

The City of Vancouver is striving to become the greenest city in the world, and a city powered entirely by renewable energy before 2050. We are proud to be one of BC’s Top Employers, Canada’s Best Diversity Employers, and one of Canada’s Greenest Employers. With employees that have helped Vancouver consistently rank as one of the world’s most livable cities, the City values a diverse workforce which represents the vibrant community we so proudly serve.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

Main Purpose and Function
The Administrative Assistant III is responsible for the efficient and effective operation and support for the Senior Management of Planning, Urban Design & Sustainability (PDS) Offices, and for providing confidential administrative services to the senior management team.

Specific Duties and Responsibilities

  • Assists with managing the Assistant Directors’ calendars and schedules including organizing all-staff meetings and taking minutes. Works with multiple, competing and changing priorities to organize appointments, proactively resolve conflicts, and to ensure optimal use of the Assistant Directors’ time
  • Advises on key issues and concerns re: meetings, urgencies and other priorities
  • If required may provide back-up coverage for the GM’s Executive Assistant and to the Deputy Directors’ Administrative Assistant as managed via the Administrative Manager
  • Produces a variety of reports for the Assistant Directors by downloading information from databases (such as SAP) and organizing information for presentation and /or consideration. Assists in determining and meeting timelines for various tasks
  • Handles confidential and sensitive materials dealing with labour relations, property acquisitions or sensitive budgetary documentation. Drafts a variety of correspondence
  • Reminding Senior Management of impending completion date for temporary employees and inquiring about possible extensions
  • Tracking and updating the Planning Department Organization Chart
  • Acts as a travel coordinator for Planning
  • Expense reimbursement for Senior Management, including Professional Fee Reimbursements
  • Planning and Development Services Representative on the Campus Safety Committee (a management role) fulfilling the role of Co-Chair of the Committee which involves Chairing meetings, creating agendas, reviewing and certifying minutes, ensuring all members have alternates, liaising with CUPE 15 regarding CUPE membership on the Committee, following up on work items as listed in the Minutes, scheduling meetings, booking rooms, etc.
  • Scheduling 2nd floor weekly kitchen clean-up crews
  • Point of contact for 311 inquiries and dispatches (responsible for Planning’s regular 311 updates which are uploaded by IT to the City’s website)
  • Departmental Record Coordinator (DRC). Understands Records Management protocols and ensures Planning has enough DRCs to create case file folders in VanDoc
  • Updates the City of Vancouver’s list of Planning Dept. Drivers Licences on a quarterly basis
  • Purchases Translink bus tickets for Departmental staff on a regular basis
  • Handles student inquiries, especially with regard to Intern and job shadowing opportunities
  • Performs other duties as assigned

Education and Experience:

  • A diploma in Business Administration or a related field
  • Minimum 5 years working at a senior management level in an administrative capacity
  • Experience as an Executive Assistant or Office Manager preferred
  • Experience with scheduling and event coordination required

Knowledge Skills and Abilities

  • Thorough knowledge of MS Office programs including (Word, Excel, Outlook, PowerPoint)
  • Previous knowledge and experience with VanDocs, Sharepoint, OH&S database, Incident database, SAP, and SuccessFactors would be preferred
  • Research abilities
  • Requires excellent interpersonal and communication skills including an effective knowledge of correct punctuation, grammatical usage and a comprehensive vocabulary for preparation of business letters, reports and statements
  • Superior clerical and mathematical accuracy
  • Ability to exercise discretion and deal with sensitive and confidential information
  • Ability to prioritize and organize work, handle multiple assignments and meet deadlines
  • Ability to work in a high volume environment with frequent interruptions and changing priorities
  • Ability to work independently and to work collaboratively in a team environment
  • Ability to build and maintain effective working relationships across the organization
  • Ability to deal tactfully and effectively with the public
  • Ability to research and collate a variety of data and issues

Business Unit/Department: Planning, Urban Design & Sustainability (1275)
Affiliation: Exempt
Employment Type: Regular Full Time
Position Start Date: January 2019

We thank all applicants for their interest. However, only those selected for an interview will be contacted. Learn more about our commitment to diversity and inclusion.

Apply here