Administrative Assistant Iii

6 months ago

Vancouver, Canada The City of Vancouver Full time

**Requisition ID**:40447

**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, decolonization, 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 & Function**

The Administrative Assistant III is responsible for the efficient and effective operations of two Directors of Planning, Urban Design & Sustainability (PDS) under the GM’s Office, and for providing confidential administrative services to both Directors. The incumbent provides executive level administrative management.

These duties include: maintaining executive calendars; scheduling internal and external meetings including recruitment interviews and selection meetings, and other meetings on behalf of the Directors; coordinating travel and training arrangements for Directors and approvals for PDS Senior Management; ensuring that matters requiring immediate action are brought to the attention of the Directors; preparing and/or locating background information on issues and sensitive topics; drafting, editing and formatting various sensitive and confidential documents.

**Key Contacts and Reporting Relationships**

Reports to the Directors of Planning, Urban Design & Sustainability. Key contacts include members of the City Leadership Team (CLT) members, PDS Senior Management team, the Administrative Team Lead, members of the development and building industries, external agencies and government representatives. Close and collaborative working relationship and coordination with the GM & the GM’s Executive Assistant.

**Specific Duties & Responsibilities**
- Proactively creates and maintains effective workflow and communications to accomplish the work ofthe Directors (DD) through handling of a variety of projects and tasks simultaneously.
- Manages the two (2) Director’s executive calendars and schedules. Works with multiple, competing and changing priorities to organize appointments, proactively resolve conflicts, and to ensure optimal use of Director’s time.
- Manages the flow of incoming and outgoing inquiries to Directors’ Office. Drafts, screens, reviews and edits sensitive and confidential correspondence of the Directors.
- Provides information and referrals based on a broad knowledge of the Director’s priorities, procedures and protocol.
- Makes decisions in the absence of the Directors such as determining if an issue needs to be forwarded to the GM or GM’s Executive Assistant, or may be dealt with by another senior leader.
- Tracks and follows-up on items and inquiries, as required, and ensures that Directors ‘responses to requests are completed in a timely manner.
- Manages scheduling and logistics for Planning Department Trainings/All Staff Meetings; provides support to various committees which the Directors may Chair.
- Sets, schedules, manages and prepares meeting logistics for the Directors divisional, senior management, all staff meetings/training including: agenda packages, arranges meeting dates/times/rooms, types and distributes minutes, follows up on action items and coordinates with the GM and the GM’s Executive Assistant on activities.
- Arranges logistics for the venue; secure agenda items and presentation slides, schedule presenters.
- Drafts, proofreads, and prepares communications, presentations, and reports, on behalf of the Directors.
- Maintains the image of the Directors offices by ensuring that all correspondence and documentation prepared for the office adheres to a consistent and professional standard as identified by the incumbent and payments.
- Develops, organizes and maintains a comprehensive filing system for the Directors’ offices in accordance with the City's record management system. Monitors the DDs’ SharePoint site. Maintains databases; entering, updating, reviewing, extracting and researching data.
- Scheduling and tracking annual performance reviews for the senior management and GM’s office.
- Arranges travel and training for the Directors and processes related expense reimbursements.
- MasterCard Card Holder for the Department.
- Reconciles MasterCard expenditures by determining cost centres and account codes on a monthly basis before submitting to the Administrative Team Lead for approval.
- Expense reimbursement for Directors, including Professional Fees Reimbursements.
- Produces a variety of reports for the Directors by downlo

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