Executive Assistant to The City Manager

**Requisition ID**:36916

**Company**

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

**Main Purpose & Function**

Reporting to the Manager, Administration Services, the Executive Assistant provides an extensive range of confidential and sensitive administrative support, research and advisory assistance to the City Manager. Your adaptability, diplomacy, resourcefulness, good judgment and ability to multitask will allow you to confidently handle the daily responsibilities and duties of this diverse senior level position where you will work closely with key contacts including the City Leadership Team; senior City staff; federal and provincial government agencies and organizations and members of the public. There is also a high level of contact and coordination with the Mayor’s Office and City Councillors.

**Specific Duties & Responsibilities**
- Coordinates and maintains the City Manager’s calendar using judgement to prioritize meetings, events and speaking engagement requests with a view to optimize the City Manager’s available time; this includes planning, organizing and scheduling meetings/events; screening requests for meetings/events; anticipating and working with senior city staff to resolve scheduling conflicts to ensure high priority meetings/events are accommodated in a timely fashion.
- Coordinates approval and sign off by the City Manager of Council and Standing Committee agendas and reports, Council Memos and Council Presentations; This identifies and tracks reports using the Report Tracking System (RTS) and SharePoint; communicates required report amendments with the report author and confirms changes made with City Clerks team prior to agenda distribution.
- Prepares a variety of sensitive and confidential matters including correspondence, agendas, minutes, contracts such as Letters of Understanding/Letters of Agreement and presentations; locates and assembles information for various reports and briefings; compiles and prepares meeting materials and minutes and attends meetings as required.
- Coordinates and tracks citizen feedback and issues management received by the Office of the City Manager; works with senior staff to ensure timely resolution of issues; responds to citizens and communicates resolution to the City Manager.
- Researches, compiles data and prepares reports on issues, programs or policies and advises the City Manager of relevant items they need to be informed on or that they should follow up with.
- Coordinates travel arrangements for the City Manager including complex itineraries requiring multiple flights, multiple destinations, multiple events and/or foreign travel; manages rescheduling of travel arrangements as required.
- Provides backfill to the Manager of Administration Services on select tasks.
- Other duties/responsibilities as assigned.

**Qualifications**

Education and Experience:

- Diploma in Office Administration and four to six years experience in a progressively senior administrative role in municipal government or an equivalent combination of education or experience

Knowledge, Skills and Abilities:

- Ability to exercise considerable independence and judgement with mínimal supervision.
- Ability to identify and understand the sensitive, confidential and/or controversial nature of all types of materials (including human resources discussions, union information, negotiations, bargaining, in-camera council meetings) and handle with appropriate discretion.
- Ability to manage multiple tasks and projects and including the ability to change priorities in a high demand environment.
- Ability to anticipate and plan in advance solutions to problems and issues so they are managed in an efficient and effective manner.
- Ability to liaise with a wide variety of senior managers, their assistants and external stakeholders on behalf of the City Manager.
- Exceptional organizational skills including a high level of attention to detail.
- Excellent listening, oral and written communication skills.
- Experience with complex calendaring in an executive environment.
- Ability to compose and proofread correspondence, prepare reports in clear concise business English and draft complex correspondence for review by senior staff.
- Thorough knowledge of Word, Excel and PowerPoi