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 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

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