Executive Assistant to the Fire Chief

City of Vancouver • Vancouver, BC

4d • CA$65,783 - CA$82,219 • Onsite

About The Position

The Executive Assistant is responsible for efficient and effective departmental operations with an extensive range of administrative services supporting senior level management and the overall business unit.

Requirements

• Grade 12 supplemented by courses in administrative management
• At least 5 years working at a senior management level in an administrative capacity and/or an equivalent combination of education and experience
• Extensive knowledge of office practices and procedures.
• Considerable knowledge of and ability to explain and apply City programs, policies, procedures, and collective agreements.
• Excellent interpersonal and communication skills including a thorough knowledge of business English, spelling, punctuation and business math.
• Ability to communicate clearly and concisely orally and in writing, including the ability to prepare business correspondence, presentations, and reports.
• Ability to exercise substantial discretion and deal with highly sensitive and confidential information.
• Ability to multi-task, organize and prioritize work, work under pressure with constant interruptions.
• Ability to build and maintain effective working relationships at all levels of the organization and with the public and to provide exceptional customer service.
• Ability to work independently and work collaboratively in a team environment.
• Ability to perform complex mathematical calculations with speed and accuracy.
• Ability to research and analyze a variety of related data and issues.
• Ability to use a multitude of office equipment.
• Ability to use computer software such as Excel, PowerPoint, Microsoft Word, Outlook, Internet, VanDocs, SharePoint, SAP.

Responsibilities

• Proactively creates and maintains effective workflow and communications to accomplish the work of the Fire Chief through handling of a variety of projects and tasks simultaneously.
• Manages the Fire Chief’s calendars and schedules. Works with multiple, competing and changing priorities to organize appointments and proactively resolving conflicts to ensure optimal use of Fire Chief’s time.
• Maintains the image of the office by ensuring that all correspondence prepared for the office adheres to a consistent and professional standard.
• Provides support to Directors, as required.
• Manages the flow of incoming and outgoing inquiries to the Fire Chief’s office. Drafts, screens, reviews and edits sensitive and confidential correspondence. Provides information and referrals based on a broad knowledge of priorities, procedures and protocol.
• Triages and acts as a liaison between the Fire Chief and the office, determining when issues need to be escalated for immediate attention.
• Secures, recommends and coordinates agenda items for departmental meetings.
• Provides support to various committees which the Managers, Directors, FIRE CHIEF may Chair by typing and distributing minutes, preparing agenda packages, arranging meeting dates/times/rooms.
• Places and manages orders for such items as office equipment, office supplies, and business cards.
• Drafts and circulates internal staff announcements and other relevant communications on behalf of the leadership team.
• Coordinates and tracks departmental Council report submissions and City Manager Minutes.
• Coordinates travel arrangements for staff and ensures that travel profiles are maintained and all required approvals are obtained; coordinates training requests for staff.
• Prepares, distributes and photocopies documents such as reports, presentations, correspondence, and spreadsheets which may contain sensitive, controversial or confidential information.
• Attends senior leadership team meetings and other meetings as required.
• Submits appropriate human resource action forms for new hires, changes and terminations.
• Coordinates implementation of new organizational systems and processes to improve efficiencies on behalf of the department.
• Approves expenses and review departmental costs.
• Performs project work and prepare a variety of reports and documents for the Director and senior staff.
• Other duties/responsibilities as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED