Mayor's Office Administrative Assistant

Requisition ID: 44332 

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 engaging workplace.  Working at the City of Vancouver and within the public service can be a rewarding career where you play a key role in ensuring impartial and equitable access to services, upholding ethical governance, and addressing the needs of citizens with integrity and dedication.

Main Purpose and Function

This position provides first impression dealings with the Mayor’s Office and works closely with the City Clerk’s reception desk in managing Mayor’s Office guests. The position manages inquiries and citizens’ concerns for the Mayor’s Office. The position also performs a variety of confidential administrative duties.

Specific Duties and Responsibilities

• Manages guests for the Mayor and their staff;
• Handles citizen concerns in person and on phone;
• Manages the Mayor’s external voicemail and email account;
• Scans and VanDocs (electronic filing system) mail and distributes accordingly;
• Composes greetings for groups celebrating a special occasion or milestone;
• Prepares congratulatory letters for milestone birthdays and anniversaries;
• Scans, tracks and responds to invitations, greetings and meeting requests;
• Prepares proclamations adhering to the office policy and liaises with applicant;
• Manages the flow of incoming and outgoing inquiries to the Mayor’s Office;
• Tracks and follow-up on items and inquiries and complaints as required, and ensures that responses are completed in a timely manner; 
• Monitors Mayor and Council correspondence queue and retrieves Mayor’s Office related issues and handles accordingly;
• Prepares draft responses to routine Mayor’s correspondence;
• Maintains and compile correspondence statistics;
• Responsible for routine Freedom of Information requests for the Mayor’s Office;
• Arranges for courier pick-up and deliveries;
• Responsible for purchasing and maintaining office supplies, food and beverage supplies for the Mayor’s office;
• Coordinates the catering for office event and meetings through various external suppliers;
• Prepares time entry for political staff and invoices for approval;
• Develops, organizes and maintains a comprehensive filing system for the Mayor’s Office in accordance with the City's record management system;
• Ensures records management protocols are followed as the Departmental Record Coordinator (DRC) for the Deputy Directors and conducts annual disposition of records and transfers to archives; and
• Other duties/responsibilities as assigned

Qualifications

Education and Experience:

• A diploma in Business Administration or a related field with at least three years working with senior management in an administrative capacity position or a combination of training and experience
  
  

Knowledge, Skills and Abilities:

• Extensive knowledge of office practices and procedures;
• Ability to communicate effectively orally and in writing;
• Ability to work independently and solve problems;
• Possess a calm, sensitive and polite demeanour;
• Ability to exercise considerable judgement and discretion;
• Ability to deal tactfully and effectively with the public;
• 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 build and maintain effective working relationships across the organization and work collaboratively in a team environment;
• Ability to manage and adapt to change;
• Possesses 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;
• Proficient in the use of computer programs including word-processing, spreadsheets, databases, email and scheduling programs;
• Possess a solid understanding of the City’s organization structure;
• Possess a working knowledge of SAP and VanDocs would be an asset.

Business Unit/Department: City Clerk's Office (1060) 

Affiliation: Exempt 

Employment Type: Temporary Full Time 

Position Start Date: September, 2025

Position End Date: November, 2026 

Salary Information: Pay Grade RNG-030: $58,270 to $72,827 per year

Application Close: August 10, 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. 

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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. 5-10 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.