Administrative Assistant III

Requisition ID: 46808 

Organization

Vancouver is consistently ranked as one of the world’s most liveable and environmentally sustainable cities. Recognized among BC’s Top Employers and Canada’s Greenest Employers, the City of Vancouver is seeking colleagues who can help advance our core commitments to exceptional public service, sustainability, equity, and an outstanding quality of life for all residents.

With a strong commitment to being a City of Reconciliation, we invite you to join our dedicated team and become part of an innovative, inclusive, and engaging workplace. A career with the City of Vancouver and within the broader public service, offers meaningful work where you play a key role in ensuring equitable access to services, upholding ethical governance, and supporting the needs of citizens with integrity and dedication.

Main Purpose and Function

The Administrative Assistant supports the Engineering Executive Leadership Team and is responsible for providing an extensive range of confidential, sensitive and high level of administrative support, ranging from complex to routine, in a fast-paced environment. 

Specific Duties and Responsibilities

• Plans, organizes and manages the calendars, priorities, appointments, internal and external meetings, workshops etc of the members of the Engineering Executive Ladership Team
• Manages the flow/storage of documents and inquires; screens, reviews and edits/proofreads correspondence, emails, telephone calls, voicemails, etc. in accordance with the City’s record management system.
• Handles sensitive and confidential documents, including: budget reports, departmental re-organizational structures, grievances, disciplinary letters, performance or attendance management files, contract negotiations, and council reports.
• Creates and maintains effective workflow and communications.
• Coordinates meetings and logistics (e.g. scheduling attendees, room procurement, equipment, food/refreshments and minute taking/compiling/distribution).
• Tracks and follows up on correspondence and other types of inquiries ensuring that responses to requests for information from the public, Mayor and Council, and other City departments etc., are completed in a timely manner.
• Organizes efficient and economical travel arrangements, calculates the estimated expenses to be incurred, and prepares relevant documentation.
• Maintains confidential databases; inputs, updates, reviews, extracts, researches and generates reports.
• Handles reports from Branches for GM/Director review and signature.
• Prepares, distributes, and photocopies reports, presentations, correspondence, spreadsheets
• Advises on key issues and concerns regarding: meetings, urgencies, and other priorities.
• Evaluates priority and urgency of issue/request for time and attention of Executive Leadership team, and decides what issues/requests can be delegated to Associate Directors in the division for appropriate action.
• Liaises with employees, Unions, government officials and legal counsel for information sharing, exchange purposes and complaint management.
• Prepares HR workflows as required.
• Responsible for completing payroll time entry and reporting and updating personnel files.
• Provides backup/support for other Engineering Services’ Administrative Assistants.
• Other duties/responsibilities as assigned.

Qualifications

• Completion of Grade 12, supplemented by courses in office administration and a minimum of three years’ related experience supporting executive level management, preferably in a public sector environment, or an equivalent combination of education, training and experience.

Knowledge, Skills and Abilities:

• Extensive knowledge of office practices and procedures
• Excellent customer service, communication and interpersonal skills
• Excellent time management and organizational skills with the ability to effectively and efficiently prioritize actions in response to numerous and diverse demands
• Excellent problem solving and analytical skills
• Ability to deal with highly sensitive and confidential information
• Ability to exercise confidentiality, discretion, diplomacy and tact
• Ability to multi-task, organize and prioritize work, all while under pressure with constant interruptions
• Ability to build and maintain effective working relationships at all levels of the organization and the public
• Ability to work with minimal supervision and exercise initiative.
• Ability to research and analyze a variety of data and issues
• Proficient in the use software applications and enterprise systems such as MS Office, VanDocs, SharePoint and SAP

Business Unit/Department: Engineering Services 

Affiliation: Exempt 

Employment Type: Temporary Full Time 

Position Start Date: August, 2026 

Position End Date: February, 2028 

Salary Information: Pay Grade RNG-030: $60,011 to $75,019 per year

Application Close: August 2, 2026

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders 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. 

The City of Vancouver acknowledges that it is situated on the unceded traditional territories of the xʷməθkʷəy̓əm (Musqueam Indian Band), Sḵwx̱wú7mesh Úxwumixw (Squamish Nation), and səlilwətaɬ (Tsleil-Waututh Nation).More about unceded traditional territories

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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.