Administrative Assistant III (Vancouver, British Columbia (BC), Canada)

Requisition ID: 25233 

Company

Located on the traditional, ancestral and unceded lands of the Musqueam, Squamish, and Tsleil-Waututh, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada’s Top 100 Employers, BC’s Top Employers, and Canada’s Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

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

Main Purpose & 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

The incumbent provides executive level administrative management to members of Senior Management. These duties include: maintaining Senior Management calendars; scheduling internal and external meetings including recruitment interviews and selection meetings, and other meetings on behalf of the Senior Management; co-ordinating travel and training arrangements for all Departmental staff; ensuring that matters requiring immediate action are brought to the attention of Senior Management; preparing and/or locating background information on issues and sensitive topics; drafting, editing and formatting various sensitive and confidential documents for Senior Management. The incumbent is the Department’s Exempt Employer Representative on the Campus Safety Committee (a management role) and fulfils the role of Co-Chair of this same Committee, as well as many other Occupational Health and Safety tasks for the Department.

Specific Duties & Responsibilities

  • Assists with managing the Assistant Directors’ calendars and schedules.  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. Decides on priority and urgency of issue or request for Management’s time and attention, deciding what issues or requests can be delegated elsewhere in the organization.  These decisions are often required when Senior Management is not available for advice. This includes the arrangement of large and small group meetings and meeting logistics (e.g. scheduling attendees, room procurement, equipment, etc.).
  • 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.
  • Proactively creates and maintains effective workflow and communications to accomplish the work of the Assistant Directors (AD) through handling of a variety of projects and tasks simultaneously.
  • Tracks and follows-up on items, inquiries, calls, emails, voicemails, and coordinates with the Administrative Manager as required, and ensures that Assistant Directors’ responses to requests are completed in a timely manner.
  • Communicates directly by telephone and e-mail, on behalf of the Director and Assistant Directors with key internal and external contacts including development industry members, senior staff, senior government officials, and politicians.  
  • 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 sensitive correspondence including human resource related documents such as offer of employment letters, performance management and/or disciplinary related letters, as well as other sensitive materials, briefing notes, agendas, minutes on behalf of the Director and Assistant Directors.
  • Scheduling and tracking annual performance reviews for PDS staff excluding senior management.
  • Reminding Senior Management of impending completion date for temporary employees and inquiring about possible extensions
  • Ensuring Information Technology, Security and Modo departments know of new or departing staff and that hiring and termination details are handled efficiently.
  • Creating e-CAFs, e-SAFs, e-HAFs and job requisitions in Success Factors
  • Ensuring Quickfind Inquiries and Staff Directory is Current
  • Ensuring Email Distribution Lists are Current
  • Ensuring new employees are informed about VanDocs and other CityLearn trainings
  • Tracking and updating the Planning Department Organization Chart and the 2nd Floor Seating Chart – requires knowledge of staff movement and turnover
  • Provides support to various committees and coordinates with Administrative Manager on activities.
  • Sets and Distributes departmental meetings, agendas, Minute taking for senior management meetings as directed by the Administrative Manager.
  • Provide support to the Administrative Manager in organizing all-staff and other major departmental meetings.  May assist to arrange logistics for the venue; secure agenda items and presentation slides, schedule presenters, prepare agenda packages and minutes for distribution; or follow up on action items.
  • Prepares, gathers and relays business information and material on a regular basis. Photocopies and distributes reports, presentations, correspondence, spreadsheets, and statistics as required.
  • Acts as a Travel Coordinator for Planning.
  • Manages conference and speaking engagements, including liaison with the City’s appointed travel agent for Senior Management’s travel. Reviews, tracks and processes TCV forms for approval. Submits forms to finance for reimbursement.
  • Exempt Campus Safety Committee Representative:
    • Ensuring Health and Safety information and the Health and Safety Orientation Tour are provided to all new PDS (and returning) employees (not just Planning staff, but all of PDS)
    • Ensuring that the resulting OH&S Orientation Checklist information is entered into VanDocs and into the tracking spreadsheet for statistical presentation to Corporate Management Team (CMT)
    • Completion of Work Place Inspections (for all of PDS) and ensuring data is recorded in VanDocs, data base (for tracking and statistics) and Facilities Work Requests are completed
    • Liaison with Facilities to ensure safety-related requests are completed
    • Enrollment of staff as Floor Wardens (for all of PDS) and ensuring training for new Floor Wardens
    • Floor Captain for Building Evacuation and Fire Drill
    • Monthly distribution to Planning staff of Health and Safety Crew Talks and inserting information into the Crew Talk data base
    • Updates the OH&S Bulleting Board in 2nd Floor Lunch Room
  • 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)
  • Updates the CoV’s list of Planning Dept. Drivers Licences on a quarterly basis
  • Purchases Translink bus tickets for Departmental staff on a regular basis
  • Performs other duties as assigned by the Manager of Administrative Services

Qualifications

Education and Experience:

  • A diploma in Business Administration or a related field with at least 5 years working at a senior management level in an administrative capacity, preferably as an Executive Assistant or Office Manager.
  • 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, mathematical, and statistical aptitude and accuracy; thorough knowledge of MS Office programs including (Word, Excel, Outlook, PowerPoint); ability with VanDocs, Sharepoint, OH&S database, Incident database, SAP; SuccessFactors, E-CAFs, E-SAFs, E-HAFs, etc.; research abilities; familiarity with standard office equipment (printers, voicemail, etc.)

 Knowledge, Skills and Abilities:

  • Extensive knowledge of office practices and procedures. 
  • Considerable knowledge of and ability to explain and apply City programs, policies, procedures, and collective agreements. 
  • 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. 
  • Ability to use a multitude of office equipment.
  • Proficient in the use computer programs including word-processing, spreadsheets, databases, email and scheduling programs

Business Unit/Department: Planning, Urban Design & Sustainability (1275) 

Affiliation: Exempt 

Employment Type: Temporary Full Time 

Position Start Date: February, 2021 

Position End Date: December, 2021 

Application Close: January 27, 2021

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply.  Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion

To be considered for this exciting and impactful career opportunity with a generous benefits package, please apply on our careers site.

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