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Administrative Assistant III

1 month 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

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