Administrative Assistant III

4 weeks ago

Vancouver, British Columbia, Canada City of Vancouver Full time

Main Responsibilities

The Administrative Assistant will provide high-level administrative support to the Engineering Executive Leadership Team, ensuring the smooth operation of the team's activities. This includes planning, organizing, and managing calendars, priorities, appointments, internal and external meetings, workshops, and other events.

Key Duties and Responsibilities

  • Manage the flow and storage of documents and inquiries, screening, reviewing, and editing/proofreading correspondence, emails, telephone calls, voicemails, and other communications in accordance with the City's record management system.
  • Handle sensitive and confidential documents, including budget reports, departmental re-organizational structures, grievances, disciplinary letters, performance or attendance management files, contract negotiations, and council reports.
  • Create and maintain effective workflow and communications, coordinating meetings and logistics, drafting correspondence, agendas, minutes, emails, and tracking and following up on correspondence and other types of inquiries.
  • Organize efficient and economical travel arrangements, calculating estimated expenses and preparing necessary documentation.
  • Maintain confidential databases, inputting, updating, reviewing, extracting, researching, and generating reports, as well as handling reports from Branches for GM/Director review and signature.
  • Prepare, distribute, photocopy, and perform other tasks related to reports, presentations, correspondence, spreadsheets, and other documents.
  • Advise on key issues and concerns regarding meetings, urgencies, and other priorities, evaluating the priority and urgency of issues/requests for time and attention of Senior Leadership team and deciding what issues/requests can be delegated to Division/Branch Heads in the organization for appropriate action.
  • Liaise with employees, Unions, government officials, and legal counsel for information sharing, exchange purposes, and complaint management.
  • Manage media calls, determining the subject, deadlines, and appropriate follow-through, preparing Staff Action Forms and Compensation Action Forms as required.
  • Responsible for SAP time entry and reporting and updating personnel files.
  • Provide backup/support for other Engineering Services Administrative Assistants.

Requirements

The ideal candidate will have a completion of Grade 12, supplemented by courses in office administration and sound related experience supporting executive-level management, preferably in a public sector environment, or an equivalent combination of education, training, and experience.

Skills and Abilities

  • Extensive knowledge of office practices and procedures
  • Excellent customer service, communication, and interpersonal skills
  • Excellent time management and organizational skills with the ability to effectively and efficiently prioritize actions in response to numerous and diverse demands
  • Excellent problem-solving and analytical skills
  • Proficient in the use of software applications and enterprise systems such as MS Office, VanDocs, SharePoint, and SAP
  • Ability to deal with highly sensitive and confidential information
  • Ability to exercise confidentiality, discretion, diplomacy, and tact
  • Ability to multi-task, organize, and prioritize work, all while under pressure with constant interruptions
  • Ability to build and maintain effective working relationships at all levels of the organization and the public
  • Ability to work with minimal supervision and exercise initiative
  • Ability to research and analyze a variety of data and issues

Working Conditions

This position is eligible to be part of the City of Vancouver's Flexible Work Program, allowing staff to work remotely 1-4 days a week from locations that are a daily commutable distance from their work at a City worksite.

Business Unit/Department: Engineering Services (1300)

Affiliation: Exempt

Employment Type: Temporary Full Time

Salary Information: Pay Grade RNG-030: $56,567 to $70,714 per annum

Application Close:

  • Planning Assistant III

    4 weeks ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Join the City of Vancouver's committed team as a Planning Assistant III and be part of an innovative, inclusive, and rewarding workplace. As a key member of the Complete Neighborhoods / Area Planning team, you will support a variety of area planning activities, including the Rupert and Renfrew Station Area Plan process. Your responsibilities will include:...

  • Planning Assistant III

    1 month ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Main Purpose and FunctionThe Planning Assistant III works in Arts, Culture & Tourism (ACT) in the Arts, Culture, & Community Services (ACCS) Department. This position provides technical and engagement support for cultural policy and planning within the Projects and Emerging Priorities team.Key ResponsibilitiesConducts research and collects data to inform...

  • Maintenance Worker III

    1 month ago

    Vancouver, British Columbia, Canada Louis Brier Home and Hospital Full time

    About Us:Louis Brier Home and Hospital is a leading provider of long-term care services in Vancouver, British Columbia. Our organization is committed to delivering exceptional care and services to our residents, and we are seeking a skilled Maintenance Worker III to join our team.Purpose of the Position:The Maintenance Worker III will be responsible for...

  • Administrative Assistant III

    4 weeks ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Main Purpose and FunctionThe Office Administrator – Equity Office provides an extensive range of confidential and sensitive administrative support to the Equity Office, including the Workplace Restoration Program. Led by the Chief Equity Officer, the Equity Office includes a small team (4-8 individuals) of JEDI (justice, equity, diversity, inclusion)...

  • Administrative Assistant III

    4 weeks ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Main Purpose and FunctionThe Office Administrator – Equity Office provides an extensive range of confidential and sensitive administrative support to the Equity Office, including the Workplace Restoration Program. Led by the Chief Equity Officer, the Equity Office includes a small team of JEDI specialists and support staff. The Equity Office is an...

  • Operations Support Coordinator III

    7 days ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Seeking a skilled Operations Support Coordinator III to provide administrative support of moderate complexity for the Sewer Operations Branch. The successful candidate will possess excellent organizational and communication skills, with the ability to work independently and as part of a team.Job SummaryThe Operations Support Coordinator III is responsible...

  • Dental Assistant I, II, or III

    1 month ago

    Vancouver, British Columbia, Canada SEA MAR Community Health Centers Full time

    Job Summary:SEA MAR Community Health Centers is seeking a skilled Dental Assistant to join our team at the 4th Plain Dental Clinic in Vancouver, WA. As a key member of our dental team, you will assist our providers in delivering high-quality patient care and contribute to the overall success of our clinic.Responsibilities:Assist providers in Restorative,...

  • Ship Estimator III

    3 weeks ago

    Vancouver, British Columbia, Canada Seaspan Full time

    About the Role:The Estimator III position at Seaspan is a key member of our team responsible for preparing accurate labour and material estimates for dry docking, ship maintenance, repair, conversions, and new constructions. This role requires a strong analytical mind, excellent communication skills, and the ability to work effectively with various...

  • Administrative Support Specialist

    3 weeks ago

    Vancouver, British Columbia, Canada City of Vancouver Full time $56,567 - $70,714

    **About the Role**As an Administrative Assistant III at the City of Vancouver, you will play a key role in providing high-quality administrative support to the organization. Located on the traditional lands of the xwməθkwəy̓əm, Sḵwx̱wú7mesh, and səlilwətaɬ Peoples, Vancouver has a commitment to becoming a City of Reconciliation.Vancouver...

  • Dental Assistant I, II, or III Position

    4 weeks ago

    Vancouver, British Columbia, Canada SEA MAR Community Health Centers Full time

    Job Summary:SEA MAR Community Health Centers is seeking a skilled Dental Assistant to join our team at the 4th Plain Dental Clinic in Vancouver, WA. As a Dental Assistant, you will assist the dental provider in delivering dental procedures in accordance with the WA State Dental Practice Act. Your responsibilities will include assisting with Restorative,...

  • Administrative Support Specialist

    4 weeks ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Main ResponsibilitiesThe Administrative Assistant III will provide high-level administrative support to the Engineering Executive Leadership Team, including planning, organizing, and managing calendars, priorities, appointments, internal and external meetings, workshops, and other events.The successful candidate will be responsible for managing the flow and...

  • Truck Driver III Position

    4 weeks ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Main Responsibilities:The Truck Driver III safely and efficiently operates a tandem axel for the purposes of transporting aggregate, materials and equipment on and from work site as required. The Truck Driver III must abide by all driving policies and procedures in accordance with the City of Vancouver, National Safety Code, BC Commercial Transport Act, and...

  • Engineering Assistant III

    4 weeks ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Requisition ID: 42425 Organization Located on the traditional, ancestral and unceded lands of the xwmé´thkwéy´çm (Musqueam), S°̩wx²̩wùsmesh (Squamish), and sélilwéta²é (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...

  • Mental Health Therapist II, III, or Licensed

    5 days ago

    Vancouver, British Columbia, Canada SEA MAR Community Health Centers Full time

    Job Overview:At Sea Mar Community Health Centers, we are committed to providing exceptional healthcare services to our diverse community. As a Mental Health Therapist II, III, or Licensed professional, you will play a vital role in delivering high-quality care and support to our patients.About the Role:The successful candidate will provide diagnostic...

  • Mental Health Therapist II, III, or Licensed Professional

    4 weeks ago

    Vancouver, British Columbia, Canada SEA MAR Community Health Centers Full time

    Job Summary:Sea Mar Community Health Centers is seeking a qualified Mental Health Therapist II, III, or Licensed Professional to join our team. As a Mental Health Therapist, you will provide individual and group counseling, case management, crisis stabilization, suicide risk assessment, and treatment planning to our clients.Key Responsibilities:Provide...

  • Mental Health Therapist II, III, or Licensed Professional

    1 month ago

    Vancouver, British Columbia, Canada SEA MAR Community Health Centers Full time

    Job Summary:Sea Mar Community Health Centers is seeking a qualified Mental Health Therapist II, III, or Licensed Professional to join our team. As a Mental Health Therapist, you will provide individual and group counseling, case management, crisis stabilization, suicide risk assessment, and treatment planning to our clients.Key Responsibilities:Provide...

  • Office Support Clerk III Assistant

    2 weeks ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Main Job Responsibilities:The Office Support Clerk III position at the City of Vancouver supports the Child Care Manager in various tasks, requiring a sound knowledge of childcare departmental practices and operations. Key duties include keeping records related to human resources, program policies, and department statistics, as well as preparing and...

  • Administrative Support Specialist III

    6 days ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    About the RoleThe City of Vancouver is seeking a highly organized and detail-oriented Administrative Support Specialist III to join our Street Operations team. In this role, you will provide critical support to Streets operations, including general public inquiries through 311 regarding paving, concrete, and street-related issues.Key ResponsibilitiesCreate...

  • Truck Driver III Position

    4 weeks ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Main ResponsibilitiesThe City of Vancouver is seeking a skilled Truck Driver III to safely and efficiently operate a tandem axel for transporting aggregate, materials, and equipment on and from work sites as required.Key Duties and ResponsibilitiesTow trailers, compressors, generators, and other equipment/items applicable to the work being performed.Perform...

  • Truck Driver III Position

    4 weeks ago

    Vancouver, British Columbia, Canada City of Vancouver Full time

    Main ResponsibilitiesThe City of Vancouver is seeking a skilled Truck Driver III to safely and efficiently operate a tandem axle truck for transporting aggregate, materials, and equipment on and from work sites as required.Key Duties and ResponsibilitiesTow trailers, compressors, generators, and other equipment/items applicable to the work being...