Executive Assistant to CHRO

Requisition ID: 46262 

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 Executive Assistant to the Chief Human Resources Officer (CHRO) provides senior-level, strategic administrative and operational support to the CHRO and Human Resources Leadership Team. This role is responsible for managing complex workflows, facilitating executive decision-making, and ensuring the effective coordination of communications, priorities, and initiatives across a broad range of internal and external stakeholders.

The position operates with a high degree of autonomy, discretion, and judgement, supporting a fast-paced executive environment and enabling the CHRO to focus on organizational priorities.

Specific Duties and Responsibilities

Executive Coordination & Strategic Support

• Manages the CHRO’s complex calendar, ensuring effective prioritization, alignment with strategic objectives, and proactive resolution of scheduling conflicts.
• Acts as a key liaison between the CHRO, HR leadership, and senior stakeholders, including the City Manager’s Office, General Managers, and external partners.
• Coordinates interactions with senior stakeholders, ensuring timely, accurate, and strategic handling of requests, issues, and correspondence.
• Anticipates priorities, identifies emerging issues, and ensures the CHRO is appropriately briefed and prepared.

Communications & Executive Deliverables

• Drafts, reviews, and coordinates a wide range of sensitive and confidential communications, reports, presentations, agendas, and correspondence for the CHRO and HR leadership team.
• Prepares high-quality presentations and briefing materials using tools such as PowerPoint.
• Ensures consistency, accuracy, and professionalism in all communications aligned with corporate standards.
• Coordinates city-wide communications in collaboration with Corporate Engagement & Communications (CEC), including sequencing and distribution lists.

Operational & Administrative Leadership

• Oversees the flow of information into and out of the CHRO’s office, ensuring efficient tracking, prioritization, and completion of assignments.
• Maintains bring-forward systems to track key issues, deadlines, Council reports, and City Manager submissions.
• Coordinates agendas, logistics, and materials for executive and senior leadership meetings
• Streamlines administrative processes and implements improvements to enhance efficiency and effectiveness.

Stakeholder & Corporate Process Coordination

• Coordinates and tracks departmental submissions, including Council reports and City Manager Minutes, ensuring timely and accurate completion.
• Supports Freedom of Information (FOI) processes as a secondary point of contact.
• Supports record management practices for the CHRO and HR leadership team.
• Initiates and processes HRIS (e.g., SAP SuccessFactors) transactions related to staffing and organizational changes.

Corporate Services & Departmental Coordination

• Acts as liaison for office operations including technology (e.g., Microsoft Teams), workspace coordination, security, and facilities.
• Oversees administrative processes such as purchasing (P-card reconciliation), supplies, and equipment.
• Coordinates travel, training, and onboarding logistics for HR leadership and staff.
• Maintains organizational charts, directories (Quickfind), and staff records.

Monitoring, Compliance & Specialized Functions

• Supports the CHRO and Directors with monitoring, tracking, and updating whistleblower or referred complaints (including coordination with OAG processes and systems as applicable).
• Tracks and maintains records of sensitive or delegated complaints and ensures appropriate follow-up and documentation.

Qualifications

Education & Experience

• Diploma or certificate in Business Administration, Human Resources, or a related field is preferred.
• Minimum 5 years of progressively responsible experience supporting senior executives in a complex, fast-paced environment.
• Equivalent combination of education and experience will be considered.

Knowledge, Skills & Abilities

• Exceptional organizational and time-management skills, with the ability to manage competing priorities in a high-pressure environment.
• Ability to interact effectively with senior leaders and stakeholders.
• Excellent communication skills, including the ability to draft executive-level correspondence, reports, and presentations.
• High level of discretion and ability to manage confidential and sensitive information.
• Strong analytical and problem-solving abilities with sound judgement.
• Ability to work independently while contributing to a collaborative team environment.
• Ability to build and maintain effective working relationships across all levels of an organization.
• Proficiency in Microsoft Office Suite, including advanced PowerPoint presentation development, Outlook, Excel, Word, and collaboration tools such as Microsoft Teams.
• Familiarity with HRIS systems (e.g., SAP SuccessFactors) is an asset.

Business Unit/Department: Human Resources (1020)

Affiliation: Exempt

Employment Type: Regular Full Time 

Position Start Date: June, 2026 

Salary Information: Pay Grade RNG-040: $65,783 to $82,219 per year

Application Close: May 24, 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.