Administrative Assistant III

4 weeks ago

Vancouver, British Columbia, Canada City of Vancouver Full time
Main Purpose and Function

The Administrative Assistant supports the Engineering Executive Leadership Team and is responsible for providing confidential, sensitive, and high-level administrative support in a fast-paced environment.

Key Responsibilities
  • Plans, organizes, and manages the General Manager and Directors' calendars, priorities, appointments, internal and external meetings, workshops, and other events.
  • Manages the flow and storage of documents and inquiries; screens, reviews, and edits/proofreads correspondence, emails, telephone calls, voicemails, and other communications in accordance with the City's record management system.
  • Handles sensitive and confidential documents, including budget reports, departmental re-organizational structures, grievances, disciplinary letters, performance or attendance management files, contract negotiations, and council reports.
  • Creates and maintains effective workflow and communications.
  • Coordinates meetings and logistics, including scheduling attendees, room procurement, equipment, food/refreshments, and minute taking/compiling/distribution.
  • Drafts correspondence, agendas, minutes, emails, and other documents.
  • Tracks and follows up on correspondence and other types of inquiries, ensuring timely responses to requests for information from the public, Mayor and Council, and other City departments.
  • Organizes efficient and economical travel arrangements, calculating estimated expenses and preparing necessary documentation.
  • Maintains confidential databases; inputs, updates, reviews, extracts, researches, and generates reports.
  • Prepares, distributes, photocopies, and performs other administrative tasks related to reports, presentations, correspondence, spreadsheets, and other documents.
  • Advises 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.
  • Liaises with employees, Unions, government officials, and legal counsel for information sharing, exchange purposes, and complaint management.
  • Manages media calls, determining the subject, deadlines, and appropriate follow-through.
  • Responsible for SAP time entry and reporting and updating personnel files.
  • Provides backup/support for other Engineering Services Administrative Assistants.
Qualifications
  • 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.
Knowledge, 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.

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