Executive Assistant to CHRO

City of Vancouver • Vancouver, BC

2d • CA$65,783 - CA$82,219 • Onsite

About The Position

The Executive Assistant to the Chief Human Resources Officer (CHRO) provides senior-level, strategic administrative and operational support to the CHRO and Human Resources Leadership Team. This role is responsible for managing complex workflows, facilitating executive decision-making, and ensuring the effective coordination of communications, priorities, and initiatives across a broad range of internal and external stakeholders. The position operates with a high degree of autonomy, discretion, and judgement, supporting a fast-paced executive environment and enabling the CHRO to focus on organizational priorities.

Requirements

• Minimum 5 years of progressively responsible experience supporting senior executives in a complex, fast-paced environment.
• Exceptional organizational and time-management skills, with the ability to manage competing priorities in a high-pressure environment.
• Ability to interact effectively with senior leaders and stakeholders.
• Excellent communication skills, including the ability to draft executive-level correspondence, reports, and presentations.
• High level of discretion and ability to manage confidential and sensitive information.
• Strong analytical and problem-solving abilities with sound judgement.
• Ability to work independently while contributing to a collaborative team environment.
• Ability to build and maintain effective working relationships across all levels of an organization.
• Proficiency in Microsoft Office Suite, including advanced PowerPoint presentation development, Outlook, Excel, Word, and collaboration tools such as Microsoft Teams.

Nice To Haves

• Diploma or certificate in Business Administration, Human Resources, or a related field is preferred.
• Equivalent combination of education and experience will be considered.
• Familiarity with HRIS systems (e.g., SAP SuccessFactors) is an asset.

Responsibilities

• Manages the CHRO’s complex calendar, ensuring effective prioritization, alignment with strategic objectives, and proactive resolution of scheduling conflicts.
• Acts as a key liaison between the CHRO, HR leadership, and senior stakeholders, including the City Manager’s Office, General Managers, and external partners.
• Coordinates interactions with senior stakeholders, ensuring timely, accurate, and strategic handling of requests, issues, and correspondence.
• Anticipates priorities, identifies emerging issues, and ensures the CHRO is appropriately briefed and prepared.
• Drafts, reviews, and coordinates a wide range of sensitive and confidential communications, reports, presentations, agendas, and correspondence for the CHRO and HR leadership team.
• Prepares high-quality presentations and briefing materials using tools such as PowerPoint.
• Ensures consistency, accuracy, and professionalism in all communications aligned with corporate standards.
• Coordinates city-wide communications in collaboration with Corporate Engagement & Communications (CEC), including sequencing and distribution lists.
• Oversees the flow of information into and out of the CHRO’s office, ensuring efficient tracking, prioritization, and completion of assignments.
• Maintains bring-forward systems to track key issues, deadlines, Council reports, and City Manager submissions.
• Coordinates agendas, logistics, and materials for executive and senior leadership meetings.
• Streamlines administrative processes and implements improvements to enhance efficiency and effectiveness.
• Coordinates and tracks departmental submissions, including Council reports and City Manager Minutes, ensuring timely and accurate completion.
• Supports Freedom of Information (FOI) processes as a secondary point of contact.
• Supports record management practices for the CHRO and HR leadership team.
• Initiates and processes HRIS (e.g., SAP SuccessFactors) transactions related to staffing and organizational changes.
• Acts as liaison for office operations including technology (e.g., Microsoft Teams), workspace coordination, security, and facilities.
• Oversees administrative processes such as purchasing (P-card reconciliation), supplies, and equipment.
• Coordinates travel, training, and onboarding logistics for HR leadership and staff.
• Maintains organizational charts, directories (Quickfind), and staff records.
• Supports the CHRO and Directors with monitoring, tracking, and updating whistleblower or referred complaints (including coordination with OAG processes and systems as applicable).
• Tracks and maintains records of sensitive or delegated complaints and ensures appropriate follow-up and documentation.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree