Assistant to Councillors

1 month ago

Vancouver, Canada City of Vancouver Full time

Assistant to CouncillorsRequisition ID: 41552 

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 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, 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
As a member of the Council Support Office team, this position plays a key role in providing confidential administrative support to assigned Council members so that Councillors are able to focus on their duties as members of Council.

Specific Duties/Responsibilities
This position is responsible for providing a range of complex administrative support to their assigned members of Council.

Provides confidential, proactive administrative support to their assigned Councillors;Manages multiple calendars, and supports assigned Councillors with the planning, organization and management of the Councillor’s daily schedules to prioritize meetings, events and other requests that optimizes the Councillor’s available time;Formats and supports the submission process of  members’ motions on behalf of their assigned members of Council;Ensures that Councillors have access to relevant information including invitations, detailed instructions related to scheduled commitments and speaking engagements, background materials, reports and presentations in preparation for meetings, conferences and events;Manages and coordinates responses to incoming correspondences addressed to Councillors;Receives, tracks and coordinates the resolution of enquiries and complaints from the public and/or media for the Councillors;Conducts research related to conferences, community events and engagements, travel and training events, and assembles research information in a manageable context which includes digital and hard copies;Supports and coordinates Freedom of Information requests with their assigned Councillors;Arranges travel and accommodation for their assigned Councillors;Tracks and reconciles Councillors' expenses;Manages time effectively and efficiently. The work requires the use of tact, discretion, confidentiality and considerable independence of judgment and action to be exercised within established policy and guidelines. Accuracy and attention to detail are also essential;On a daily basis, balances the individual and competing requests for service from multiple Councillors;Works closely with other Councillors' Assistants as a member of the Council Support team, and maintains liaisons with all Members of Council including the Mayor, staff in the Mayor's Office and the City Manager’s Office, both frontline and senior City staff, and external parties such as the media, the public, and other government organizations.Other duties/responsibilities as assigned
Minimum Qualification Requirements
Education and Experience:
Courses in Office Administration and considerable experience in a progressively senior executive assistant role in a municipal government or an equivalent combination of education and experience.

Knowledge, Skills and Abilities:Considerable knowledge of local government and the role of the Mayor and Council, the City's organizational structure, and function of the City's departments, the Mayor and Council Expense By-law, other pertinent by-laws and policies, and records management practices.Thorough knowledge of Microsoft Office applications, SAP, EmPro, Chrome River.Ability to effectively and efficiently work for multiple officials.Ability to maintain effective working relationships with elected and appointed officials, staff and members of the public.Ability to exercise tact and discretion in a variety of complexity including enquiries and complaints received by phone, in person, or written correspondence from the public and media with little supervision.Excellent organizational skills and proven ability to handle multiple projects.Ability to anticipate and plan in advance solutions to problems and issues so they are managed in an efficient and effective manner.Ability to manage multiple tasks and projects and including the ability to change priorities in a high demand environment;Excellent customer service skills and strong attention to details, accuracy and timeliness;arrange and coordinate meetings of various sizes and complexity involving both internal and external parties.Ability to work calmly and effectively under pressure, while exercising tact, diplomacy, and excellent judgment;Ability to research issues by locating, compiling, and summarizing relevant information.Excellent interpersonal skills.Proven team member skills.Excellent written and verbal skills with a thorough knowledge of business English including sentence structure, grammar and punctuation.
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.

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

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: June, 2024 

Position End Date: January 3, 2025 

Salary Information: Pay Grade GR-019: $34.3 to $40.34 per hour

Application Close: May 31, 2024

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.

Apply here

  • Assistant to Councillors

    3 weeks ago

    Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:39433 **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 cities and is...

  • Assistant to Councillors

    1 week ago

    Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:41552 **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 cities and is...

  • Assistant to Councillors

    1 month ago

    Vancouver, Canada City of Vancouver Full time

    Main Purpose and Function As a member of the Council Support Office team, this position plays a key role in providing confidential administrative support to assigned Council members so that Councillors are able to focus on their duties as members of Council. Specific Duties/Responsibilities This position is responsible for providing a range of...

  • Assistant to Councillors

    1 week ago

    Vancouver, British Columbia, Canada The City of Vancouver Full time

    Requisition ID:41552OrganizationLocated 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...

  • Assistant to Councillors

    1 week ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Main Purpose and Function As a member of the Council Support Office team, this position plays a key role in providing confidential administrative support to assigned Council members so that Councillors are able to focus on their duties as members of Council. Specific Duties/Responsibilities This position is responsible for providing a range of...

  • Assistant to Councillors

    3 weeks ago

    Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:37766 **Company** 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...

  • Assistant to Councillors

    3 weeks ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Assistant to CouncillorsRequisition ID: 41552 OrganizationLocated 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...

  • Assistant to Councillors

    1 month ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Assistant to CouncillorsRequisition ID: 41552 OrganizationLocated 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...

  • Assistant to Councillors

    1 week ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Assistant to CouncillorsRequisition ID: 41552 OrganizationLocated 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...

  • Assistant to Councillors

    1 week ago

    Vancouver, British Columbia, Canada The City of Vancouver Full time

    Requisition ID:37766CompanyLocated 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...

  • Assistant to Councillors

    1 month ago

    Vancouver, Canada City of Vancouver Full time

    Requisition ID: 41552  OrganizationLocated 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...

  • Assistant to Councillors

    1 month ago

    Vancouver, Canada City of Vancouver Full time

    Requisition ID: 41552    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 cities and...

  • Assistant to Councillors

    1 month ago

    Vancouver, Canada City of Vancouver Full time

    Requisition ID: 41552 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 cities and is working...

  • Mayor's Office Administrative Assistant

    3 weeks ago

    Vancouver, Canada The City of Vancouver Full time

    **Requisition ID**:37991 **Company** 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...

  • Speaker of Council

    3 weeks ago

    Vancouver, Canada Alma Mater Society of UBC Vancouver Full time

    **Position title**: Speaker of Council **Length of Term**: December 2023 - April 2024 **Reports to**: Human Resources Committee **Employee status**: Term, Appointed **Hours per week**: 10 **Compensation**: Tier 5 - $20.00 per hour Position Purpose The Speaker of Council is a non-voting member of Council who facilitates AMS Council...

  • Part Time Nanny- Short Term

    2 months ago

    Vancouver, Canada Sunhouse Babysitting Agency Full time

    Sunhouse Babysitting Agency is hiring a part time nanny **ABOUT THE FAMILY**: Mom is a councillor running a holistic practice in East Vancouver working with families, youth, perinatal birthing people and the neurodiverse population. She has 2 children and is currently looking for a part time nanny to help run her busy household and also assist with the...

  • Administrative Assistant

    4 weeks ago

    Vancouver, Canada Yearn To Learn Inc. Full time

    Work Term: Permanent - Work Language: English - Hours: 40 hours per week - Education: College/CEGEP - Experience: 1 year to less than 2 years - or equivalent experience **Asset languages**: - Mandarin **Tasks**: - Arrange and co-ordinate seminars, conferences, etc. - Assist with staff consultation and grievance procedures - Coordinate the activities of the...

  • Speaker of Council

    6 days ago

    Vancouver, Canada Alma Mater Society of UBC Vancouver Full time

    The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its Vancouver campus. The AMS also runs nine food and beverage outlets, a catering and conference operation, and the AMS Student Nest, providing on-campus employment...

  • administrative assistant

    4 weeks ago

    Vancouver, Canada Yearn To Learn Inc. Full time

    Durée de l'emploi: PermanentLangue de travail: AnglaisHeures de travail: 40 hours per weekEducation: Expérience: EducationCollege/CEGEP or equivalent experienceAsset languagesMandarinTasksArrange and co-ordinate seminars, conferences, etc.Assist with staff consultation and grievance proceduresCoordinate the activities of the HR department in order to...

  • administrative assistant

    3 weeks ago

    Vancouver, Canada Yearn To Learn Inc. Full time

    Durée de l'emploi: PermanentLangue de travail: AnglaisHeures de travail: 40 hours per weekEducation: Expérience: EducationCollege/CEGEP or equivalent experienceAsset languagesMandarinTasksArrange and co-ordinate seminars, conferences, etc.Assist with staff consultation and grievance proceduresCoordinate the activities of the HR department in order to...