Executive Assistant (Administrative Assistant IV)

Requisition ID: 43663 

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 Executive Assistant is responsible for efficient and effective departmental operations with an extensive range of administrative services supporting senior level management and the overall business unit

Specific Duties/Responsibilities

• Proactively creates and maintains effective workflow and communications to accomplish the work of the General Manager through handling of a variety of projects and tasks simultaneously.
• Manages the General Manager’s calendars and schedules. Works with multiple, competing, and changing priorities to organize appointments and proactively resolving conflicts to ensure optimal use of General Manager’s time.
• Arranges large and small group meetings and meeting logistics such as scheduling attendees, room procurement, equipment, etc.
• Maintains the image of the office by ensuring that all correspondence prepared for the office adheres to a consistent and professional standard.
• Responds to telephone, e-mail and in-person enquiries and complaints escalated to the General Manager from internal and external stakeholders.
• Provides support to Directors, as required.
• Manages the flow of incoming and outgoing inquiries to the General Manager’s office. Drafts, screens, reviews, and edits sensitive and confidential correspondence. Provides information and referrals based on a broad knowledge of priorities, procedures, and protocol.
• Triages and acts as a liaison between the General Manager and the office, determining when issues need to be escalated for immediate attention.
• Secures, recommends, and coordinates agenda items for departmental meetings.
• Provides support to various committees which the Managers, Directors, GM may Chair by typing and distributing minutes, preparing agenda packages, arranging meeting dates/times/rooms.
• Places and manages orders for such items as office equipment, office supplies, and business cards.
• Drafts and circulates internal staff announcements and other relevant communications on behalf of the leadership team.
• Coordinates and tracks departmental Council report submissions and City Manager Minutes.
• Coordinates travel arrangements for staff and ensures that travel profiles are maintained, and all required approvals are obtained; coordinates training requests for staff.
• Prepares, distributes, and photocopies documents such as reports, presentations, correspondence, and spreadsheets which may contain sensitive, controversial, or confidential information.
• Attends senior leadership team meetings and other meetings as required.
• Submit appropriate human resource action forms for new hires, changes, and terminations.
• Coordinate implementation of new organizational systems and processes to improve efficiencies on behalf of the department.
• Approve expenses and review departmental costs.

• Perform project work and prepare a variety of reports and documents for the Director and senior staff.
• Act as the DBL Mobility and SAP Liaisons
• Other duties/responsibilities as assigned.

Minimum Qualification Requirements

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.
• Requires excellent interpersonal and communication skills including a thorough knowledge of business English, spelling, punctuation, and business math.

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 communicate clearly and concisely orally and in writing, including the ability to prepare business correspondence, 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 public and to provide exceptional customer service.
• Ability to work independently and work collaboratively in a team environment. Ability to perform complex mathematical calculations with speed and accuracy.
• Ability to research and analyze a variety of related data and issues.
• Ability to use a multitude of office equipment.
• Ability to use computer software such as Excel, PowerPoint, Microsoft Word, Outlook, Internet, VanDocs, SharePoint, SAP.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work 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.

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

Affiliation: Exempt 

Employment Type: Regular Full Time 

Position Start Date: May, 2025 

Salary Information: Pay Grade RNG-040: $62007 to $77504 per annum

Application Close: April 30, 2025

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. 

Before you click Apply now

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. 5-10 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.