Executive Support Specialist

7 days ago

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

The City of Vancouver is a world-class city with a commitment to becoming a City of Reconciliation. We are consistently ranked as one of the most liveable and environmentally sustainable cities in the world.

Job Overview

We are seeking an Executive Support Specialist to join our team in the Chief Safety Officer's office. This role will provide extensive administrative support to the OCSO Executive Leadership Team and senior level managers.

Key Responsibilities
  • Maintain Directors' calendars, plan, organize, and schedule priorities, appointments, and internal and external meetings.
  • Advise Director(s) on key issues and concerns regarding meetings, urgencies, and other priorities.
  • Manage the flow/storage of documents and inquiries; screen, review, and edit/proofread correspondence, emails, telephone calls, voicemails, etc., 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.
  • Coordinate meetings and logistics (e.g., scheduling attendees, room procurement, equipment, food/refreshments, and minute taking/compiling/distribution).
Requirements
  • Completion of Grade 12, supplemented by courses in office administration, and a minimum of three years' related experience supporting executive level management, preferably in a public sector environment, or an equivalent combination of education, training, and experience.
  • 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.
Salary Information

$65,567 - $70,714 per annum, depending on experience.

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