Administrative Assistant III

Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and environmentally sustainable cities. 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, reconciliation, 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 and Function
The Administrative Assistant III works closely with two Directors of Planning, Urban Design & Sustainability (PDS) within the GM’s Office. The position provides an extensive range of confidential and sensitive administrative support services at the executive level, such as managing Directors’ calendars, liaising with internal and external stakeholders, ensuring that matters requiring immediate action are brought to the attention of the Directors, preparing and/or locating background information on issues and sensitive topics; and using discretion and judgement to resolve issues.

Specific Duties and Responsibilities

• Proactively creates and maintains effective workflow and communications to accomplish the work of the Directors through handling of a variety of projects and tasks simultaneously.
• Manages the Director’s executive calendars and schedules. Works with multiple, competing and changing priorities to organize appointments, proactively resolve conflicts, and ensure optimal use of the Director’s time.
• Manages the flow of incoming and outgoing inquiries to Directors’ Office. Tracks and follows-up on items and inquiries and complaints as required, and ensures that Directors’ responses to requests are completed in a timely manner.
• Provides information and referrals based on a broad knowledge of the Director’s priorities, procedures and protocol. Responds to public and stakeholder inquiries and requests.
• Makes decisions in the absence of the Directors such as determining if an issue needs to be forwarded to the GM or GM’s Executive Assistant, or may be dealt with by another senior leader.
• Communicates directly by telephone and e-mail, on behalf of the Directors with key internal and external contacts including development industry members, senior staff, senior government officials, and politicians.
• Manages and directs media calls (in conjunction with Communications) by determining the subject, deadlines and necessary/appropriate follow-through.
• Drafts, screens, reviews and edits sensitive and confidential correspondence of the Directors, and drafts, proofreads, and prepares communications, presentations, reports, on behalf of the Directors.
• Maintains the image of the Directors' offices by ensuring that all correspondence and documentation prepared for the office adheres to a consistent and professional standard.
• Manages scheduling and logistics for Planning Department Trainings/All Staff Meetings; provides support to various committees which the Directors Chair.
• Sets, schedules, manages and prepares meeting logistics for the Directors divisional, senior management, and all staff meetings/training including: agenda packages, arranges meeting dates/times/rooms, types and distributes minutes, follows up on action items and coordinates with the GM and the GM’s Executive Assistant on activities.
• Develops, organizes and maintains a comprehensive filing system for the Directors’ offices in accordance with the City's record management system. Monitors the Directors’ SharePoint site. Maintains databases; entering, updating, reviewing, extracting and researching data.
• Schedules and tracks annual performance reviews for the senior management and GM’s office.
• Oversees and ensures expense reimbursement for Directors.
• Arranges travel and training for the Directors.
• Holds Mastercard Card Holder authority for the Department. Reconciles Mastercard expenditures by determining cost centres and account codes on a monthly basis before submitting to the Administrative Manager for approval.
• Drafts and finalizes approvals for Professional Service Agreements for Consultants as directed by Directors. Assists with administration of consulting contract documentation and invoice payment as guided by Directors.
• Produces a variety of reports and gathers business information and materials for the Directors. This includes downloading information from databases (such as SAP) and organizing information for presentation and/or consideration. Photocopies and distributes reports, presentations, correspondence, spreadsheets, and statistics as required.
• Ensures records management protocols are followed as the Departmental Record Coordinator (DRC) for the Directors and conducts annual disposition of records and transfers to archives.
• Provides backup coverage for the GM’s Executive Assistant, and, under exceptional circumstances, provides backup coverage to the PDS Senior Management Team Administrative Assistant as requested by the Admin Manager via the Directors, including job requisition processing and assisting with calendar management in their absence.
• Coordinates the Planning Department’s Speakers Series.
• Oversees and is the point of contact for Freedom of Information (FOI) inquiries for the Directors.
• Conducts research and analyzes projects as requested by Directors.
• Performs other duties as assigned by the Directors or GM.

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 communicate effectively orally and in writing.
• Ability to work independently and solve problems.
• Ability to build and maintain effective working relationships across the organization and work collaboratively in a team environment.
• Ability to manage and adapt to change.
• 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 of computer programs including word-processing, spreadsheets, databases, email, and scheduling programs.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a week from locations that are a daily commutable distance from their work at a City worksite. At this time, this position is eligible to be part of the Flexible Work Program.