Assistant to The Deputy Gm, Human Resources Services

4 weeks ago

Burnaby, Canada Metro Vancouver Full time

**Department**: Human Resources & Corporate Services
**Employee Group**:Exempt
**Location**: 4515 Central Boulevard, Burnaby

**Our Human Resources & Corporate Services Department is seeking an Assistant to the Deputy GM, Human Resources Services who will help guide and support the senior leadership team of Metro Vancouver’s department that guides our most important asset - our people.**

**You are: enthusiastic, dynamic and flexible, which you balance with a steady hand. You are an engaging administrative professional that recognizes that your role is the foundation and the enhancer of much of the good work that gets done. You are able to build and maintain effective working relationships with internal and external contacts, and are able to anticipate needs, demonstrate initiative and use sound independent judgement.**

**The Assistant to the Deputy GM, Human Resources Services reports to the Deputy GM, Human Resources Services and falls within our Corporate Support, Level C2B job family.**

**This role**:

- Provides administrative support to the Deputy General Manager, HR Services, and senior HR leadership team including scheduling, preparing reports, agendas, presentations, minutes, correspondence and other related material. Uses independent judgment to coordinate scheduling and travel needs and determines appropriate times, spacing and priority of calendar items when conflicts arise.
- Screens and directs requests for information; composes, edits and formats correspondence; decides appropriate routing for information or enquiries; tracks incoming and outgoing correspondence; coordinates flow of documents requiring a response; and follows up on outstanding items as required. Plans, organizes and prioritizes own work and manages a variety of processes and sequences of tasks.
- Liaises with Metro Vancouver executive team, managers and staff, Board Directors elected municipal representatives, and outside organizations on a variety of matters including scheduling appointments, collecting and compiling material, and responding to enquires for information.
- Provides administrative assistance to Board Committee(s), internal Committees, Project Teams or other similar groups or functions as required. Acts as the first point of contact for members; organizes meeting logistics; prepares, distributes and posts agendas; creates and edits reports; and attends committee meetings to provide support as required. Tracks completion of action items and follows up on outstanding items. Assists in organizing events for members, including functions, roundtables, webinars, and provides general administrative support as required.
- Anticipates what the Deputy General Manager, HR Services may need or want for various functions based on past practice or expressed preferences and provides updates and additional information as appropriate.
- Responds to changing needs and unique situations or requests without precedent. Researches and collaborates with others to produce or facilitate a wide range of business needs as required.
- Performs general office maintenance duties such as documenting business processes and informing staff of changes. Evaluates work flows and revises procedures to increase efficiency and or respond to changing needs. May assist with unusual or one-time projects and tasks as required.
- Manages records in accordance with departmental and corporate standards.
- Performs other related duties as required.

**To be successful, you have**:

- 5 years of recent, related experience supplemented by high school graduation and completion of post-secondary courses in a relevant field such as office administration; or an equivalent combination of training and experience.
- Considerable knowledge of office administration practices, procedures and standard protocols. Demonstrated administrative skills and abilities including the ability to manage complex calendar and scheduling requirements; prepare and format documents for distribution to Board Committees and the public; accurately transcribe minutes from general dialogue; and manage multiple competing priorities with tact and professionalism.
- Considerable knowledge of Metro Vancouver’s functions, structure, and broad objectives.
- Ability to work independently under broad direction, including managing day-to-day priorities and plan for future needs. Ability to use judgment to select and interpret information and handle deviations from standard methods and practices. Identifies and engages the appropriate resources to resolve issues.
- Strong interpersonal skills and demonstrated ability to develop and maintain positive and respectful working relationships with internal and external contacts.
- Strong verbal and written communication skills, including the ability to effectively listen, and support the resolution of problems.
- Demonstrated ability to exercise tact and diplomacy, use sound judgment and maintain appropriate confidentiality and discretion in the disclo

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