Administrative Assistant III

City of Vancouver

Administrative Assistant III

Requisition ID: 11668 

The City of Vancouver is striving to become the greenest city in the world, and a city powered entirely by renewable energy before 2050. We are proud to be one of BC's Top Employers, Canada's Best Diversity Employers, and one of Canada's Greenest Employers. With employees that have helped Vancouver consistently rank as one of the world's most livable cities, the City values a diverse workforce which represents the vibrant community we so proudly serve.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.
Main Purpose and Function
Administrative Assistants work closely with the Engineering Services General Manager, Directors, Manager of Executive Administration Team and other Engineering Branch Heads. The Administrative Assistant is responsible for providing an extensive range of confidential and sensitive administrative support services, ranging from complex to routine, in a fast-paced environment.
Specific Duties and Responsibilities
  • Proactively creates and maintains effective workflow and communications
  • Manages the flow and storage of sensitive and confidential documents and inquires; screens, reviews, edits and proofreads correspondence, emails, telephone calls, voicemails, etc
  • Plans, organizes and manages the calendars for the General Manager, Directors and Branch Heads
  • Coordinates and supports group meetings and events
  • Drafts correspondence, emails, agendas, meeting minutes, compiling documents and preparing for distribution
  • Organizes travel arrangements and expense reports
  • Conducts research, compiles data and prepares reports for consideration and presentation by the Engineering Services Sr. Leadership team
  • Prepares various documents and reports from Branches for GM/Director review and signature
  • Uses excellent judgement to prioritize and determine urgency of issues and if necessary escalates issue to the appropriate level of management
  • Liaises with employees, Unions, government officials and legal counsel for information sharing, exchange purposes and complaint management
  • Responsible for SAP time entry and reporting
  • Provide backup and support to other Engineering Services Administrative Assistants
Education and Experience:
  • High School diploma
  • Up to 3 years of experience supporting senior management and/or an equivalent combination of education/experience.
Knowledge, Skills and Abilities:
  • Excellent interpersonal and communication skills
  • Ability to exercise substantial discretion and deal with highly sensitive and confidential information
  • Good judgement and constant initiative and diplomacy
  • Heightened ability to anticipate and proactively deal with issues/problems before and as they arise
  • 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 with the public in order to provide exceptional customer service
  • Ability to work independently and collaboratively with Engineering Service’s leadership team, Engineering branches and other City departments
  • Superior ability to use computer software such as MS Office, VanDocs, SharePoint and SAP
*** This is a Temporary Full-Time position with the possibility of becoming Regular Full-Time for the right candidate***

Business Unit/Department: Engineering Services (1300) 
Affiliation: Exempt 
Employment Type: Temporary Full Time 
Position Start Date: August, 2018 
Position End Date: August, 2019 
Application Close: July 23, 2018

We thank all applicants for their interest. However, only those selected for an interview will be contacted. Learn more about our commitment to diversity and inclusion

Apply here

Organization: City of Vancouver
Location: Vancouver, BC
Region: Lower Mainland
Professional Category(s): Office Administration
Posted: July 13, 2018, 11:06 am
Expires: July 23, 2018, 11:06 am

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