Assistant to Deputy Cao Policy

**Department**:Chief Administrative Office
**Employee Group**: Exempt
**Location**:4515 Central Boulevard, Burnaby
**Salary Range / Wage Rate**: Corporate Support, Level 2B ($68,943 - $81,105 annual)

**Our Chief Administrative Office is seeking an Assistant to Deputy CAO Policy & Planning - who will provide administrative support for the Deputy CAO Policy & Planning and Executive Office.**

**You are: a natural multi-tasker who enjoys working with others in a fast paced organization. You are creative in finding solutions and a critical thinker who anticipates issues well in advance and takes steps to ensure success. You enjoy working within a regional government and being part of an essential service organization.**

**The Assistant to Deputy CAO Policy & Planning reports to the Office Manager, Executive Assistant to the CAO and falls within our Corporate Support, Level 2B job family.**

**This role**:

- Provides administrative support to the Deputy CAO Policy & Planning 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 Board Directors, Metro Vancouver managers and staff, elected municipal representatives, provincial and federal government staff, and outside organizations on a variety of matters including scheduling appointments, updating contact lists, collecting and compiling material, and responding to enquires for information.
- Provides administrative assistance to assigned Board Committee(s) or other similar groups or functions. Acts as the first point of contact for members; organizes meeting logistics; prepares, distributes and posts agendas; creates, reviews 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 roundtables, webinars, and facility tours and provides general administrative support as required.
- Anticipates what the Deputy CAO Policy & Planning may need or want for various functions based on past practice or expressed preferences and provides updates and additional information as appropriate.
- Manages communication and acts as a liaison between the Chief Administrative Office and the department(s) under the Deputy CAO, Policy & Planning purview.
- 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.
- Provides respectful and professional support to team members in line with office needs, requiring the ability to work both independently and collaboratively as required.
- Performs general office maintenance duties such as documenting business processes and informing staff of changes. Evaluates work flows and revises administrative 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 effect