Administrative Assistant IV

Requisition ID: 37873 


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 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 and Function

Reporting to the Manager, Business Services, Development, Buildings & Licensing, the Administrative Assistant will be responsible for setting up and coordinating the activities of DBL and the GM office by performing a wide variety of administrative support services while maintaining confidentiality and diplomacy.


Specific Duties and Responsibilities

  • Manages the GM’s calendars and schedules by prioritizing appointments and resolving scheduling conflicts.
  • Arranges large and small group meetings and meeting logistics such as scheduling attendees, room procurement, equipment, etc.
  • Manages the flow of documents and inquiries; screens, reviews, edits and proofreads correspondence, e-mail, telephone calls, voice-mails, etc. (includes knowledge of handling extremely sensitive and confidential files and correspondence) for the GM.
  • Responds to phone, e-mail and in person enquiries.
  • Responsible for electronic and paper files of the GM office.
  • Conducts research, complies data, and prepares reports for consideration and presentation by the GM.
  • Assists and advises the GM in determining and meeting timelines for various tasks.
  • Drafts and proofreads correspondence, agendas, and minutes on behalf of the GM.
  • Regularly liaises with colleagues in other departments and the office of the City Manager.
  • Tracks and follows-up on correspondence and other types of inquiries ensuring that responses to requests for information from City departments, the City Manager, and Mayor and Council are completed in a timely manner.
  • Monitors the GM SharePoint site.
  • Acts as the DBL Mobility and SAP Liaisons.
  • Completes various administrative tasks in support of the DBL office.
  • Effectively manages often multiple, competing and changing priorities.
  • Performs other duties and responsibilities as assigned.


Education and Experience:
Grade 12 supplemented by courses in administrative management with at least 5 years working at a senior management level in an administrative capacity and/or an equivalent combination of education and experience.


Knowledge, Skills and Abilities

  • Requires excellent interpersonal and communication skills including a thorough knowledge of business English,spelling, punctuation and business math.
  • Extensive knowledge of office practices and procedures.
  • Considerable knowledge of and ability to explain and apply City programs, policies and procedures.
  • Ability to communicate clearly and concisely orally and in writing, including the ability to prepare businesscorrespondence, presentations, and reports.
  • Ability to exercise substantial discretion and deal with highly sensitive and confidential information.
  • Ability to multi-task, organize and prioritize work, work under pressure with constant interruptions.
  • Ability to build and maintain effective working relationships at all levels of the organization and with the publicand to provide exceptional customer service.
  • Ability to work independently and work collaboratively in a team environment. Ability to research and analyze avariety of related data and issues.
  • Ability to work in a modern office environment using software such as Excel, PowerPoint, Microsoft Word,Outlook, Internet, VanDocs, SharePoint and SAP.


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.


The City’s COVID-19 vaccination policy is currently suspended and as a result, vaccination against COVID-19 is not required at this time. However, should circumstances change and the City deem it necessary to re-introduce such policy, you may be required to provide proof of vaccination against COVID-19 in order to be eligible to continue performing your duties.


Business Unit/Department: Development, Buildings & Licensing (1250) 

Affiliation: Exempt 

Employment Type: Regular Full Time 

Position Start Date: February, 2023 

Salary Information: Pay Grade RNG-040: $57,037 to $71,301 per year


Application Close: February 15, 2023

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, 2SLGBTQ+ 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


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Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.

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. 5-10mins. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a tailored summary of skills and experience related to the position.


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