Administrative Assistant III

City of Vancouver•Vancouver, BC

3d•CA$60,011 - CA$75,019•Onsite

About The Position

The Administrative Assistant III works closely with two Deputy Directors of Planning, Urban Design & Sustainability (PDS) within the GM’s Office. The position provides an extensive range of confidential and sensitive administrative support services at the executive level, such as managing Deputy Directors’ calendars, liaising with internal and external stakeholders, ensuring that matters requiring immediate action are brought to the attention of the Deputy Directors, preparing and/or locating background information on issues and sensitive topics; and using discretion and judgement to resolve issues.

Requirements

A diploma in Business Administration or a related field with at least 5 years working at a senior management level in an administrative capacity, preferably as an Executive Assistant or Office Manager.
Excellent interpersonal and communication skills including an effective knowledge of correct punctuation, grammatical usage and a comprehensive vocabulary for preparation of business letters, reports and statements.
Superior clerical, mathematical, and statistical aptitude and accuracy.
Thorough knowledge of MS Office programs including (Word, Excel, Outlook, PowerPoint).
Ability with VanDocs, Sharepoint, OH&S database, Incident database, SAP; SuccessFactors, Employee Central workflows, E-HAFs, etc.
Research abilities.
Familiarity with standard office equipment (printers, voicemail, etc.).
Extensive knowledge of office practices and procedures.
Considerable knowledge of and ability to explain and apply City programs, policies, procedures, and collective agreements.
Ability to exercise discretion and deal with sensitive and confidential information.
Ability to prioritize and organize work, handle multiple assignments and meet deadlines.
Ability to work in a high volume environment with frequent interruptions and changing priorities.
Ability to communicate effectively orally and in writing.
Ability to work independently and solve problems.
Ability to build and maintain effective working relationships across the organization and work collaboratively in a team environment.
Ability to manage and adapt to change.
Ability to deal tactfully and effectively with the public.
Ability to research and collate a variety of data and issues.
Ability to use a multitude of office equipment.
Proficient in the use computer programs including word-processing, spreadsheets, databases, email and scheduling programs.

Responsibilities

Proactively creates and maintains effective workflow and communications to accomplish the work of the Deputy Directors (DD) through handling of a variety of projects and tasks simultaneously.
Manages the two (2) Deputy Director’s executive calendars and schedules. Works with multiple, competing and changing priorities to organize appointments, proactively resolve conflicts, and to ensure optimal use of Deputy Director’s time.
Manages the flow of incoming and outgoing inquiries to Deputy Directors’ Office. Tracks and follows-up on items and inquiries and complaints as required, and ensures that Deputy Directors’ responses to requests are completed in a timely manner.
Provides information and referrals based on a broad knowledge of the Deputy Director’s priorities, procedures and protocol. Responds to public and stakeholder inquiries and requests.
Makes decisions in the absence of the Deputy Directors such as determining if an issue needs to be forwarded to the GM or GM’s Executive Assistant, or may be dealt with by another senior leader.
Communicates directly by telephone and e-mail, on behalf of the Deputy Directors with key internal and external contacts including development industry members, senior staff, senior government officials, and politicians.
Manages and directs media calls (in conjunction with Communications) by determining the subject, deadlines and necessary/ appropriate follow through.
Drafts, screens, reviews and edits sensitive and confidential correspondence of the Deputy Directors, and drafts, proofreads, and prepares communications, presentations, reports, on behalf of the Deputy Directors.
Maintains the image of the Deputy Directors offices by ensuring that all correspondence and documentation prepared for the office adheres to a consistent and professional standard.
Manages scheduling and logistics for Planning Department Trainings/All Staff Meetings; provides support to various committees which the Deputy Directors Chair.
Sets, schedules, manages and prepares meeting logistics for the Deputy Directors divisional, senior management, all staff meetings/training including: agenda packages, arranges meeting dates/times/rooms, types and distributes minutes, follows up on action items and coordinates with the GM and the GM’s Executive Assistant on activities.
Develops, organizes and maintains a comprehensive filing system for the Deputy Directors’ offices in accordance with the City's record management system. Monitors the Deputy Directors’ SharePoint site. Maintains databases; entering, updating, reviewing, extracting and researching data.
Schedules and tracks annual performance reviews for the senior management and GM’s office.
Oversees and ensures expense reimbursement for Deputy Directors.
Arranges travel and training for the Deputy Directors.
Holds Mastercard Card Holder authority for the Department. Reconciles Mastercard expenditures by determining cost centres and account codes on a monthly basis before submitting to the Administrative Manager for approval.
Drafts and finalizes approvals for Professional Service Agreements for Consultants as directed by Deputy Directors. Assists with administration of consulting contract documentation and invoice payment as guided by Deputy Directors
Produces a variety of reports and gather business information and materials for the Deputy Directors. This includes downloading information from databases (such as SAP) and organizing information for presentation and /or consideration. Photocopies and distributes reports, presentations, correspondence, spreadsheets, and statistics as required.
Ensures records management protocols are followed as the Departmental Record Coordinator (DRC) for the Deputy Directors and conducts annual disposition of records and transfers to archives.
Provides back up coverage for the GM’s Executive Assistant, and, under exceptional circumstances, provides back up coverage to the PDS Senior Management Team Administrative Assistant as requested by the Admin Manager via the Deputy Directors. Including job requisition processing and assisting with calendar management in their absence.
Coordinates the Planning Department’s Speakers Series.
Oversees and is the point of contact for Freedom of Information (FOI) inquiries for the Deputy Directors.
Conducts research and analyzes projects as requested by Deputy Directors.
Performs other duties as assigned by the Deputy Directors or GM.