Administrative Assistant III

Organization

The City of Vancouver is consistently ranked as one of the world’s most liveable and environmentally sustainable cities. It is recognized among BC’s Top Employers and Canada’s Greenest Employers.

Requisition : 46515

The Administrative Assistant III works closely with two Deputy Directors of Planning, Urban Design & Sustainability 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 locating background information on issues and sensitive topics, and using discretion and judgement to resolve issues.

• Proactively creates and maintains effective workflow and communications to accomplish the work of the Deputy Directors.
• Manages the two Deputy Directors’ executive calendars and schedules, resolving conflicts and ensuring optimal use of time.
• Manages the flow of incoming and outgoing inquiries to the Deputy Directors’ Office, tracks items and follows up on inquiries and complaints, and ensures timely responses.
• Provides information and referrals based on a broad knowledge of the Deputy Directors’ priorities, procedures and protocol, responding to public and stakeholder inquiries.
• 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 can be handled 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, determining subject, deadlines and appropriate follow‑through.
• Drafts, screens, reviews and edits sensitive and confidential correspondence of the Deputy Directors; also drafts, proofreads and prepares communications, presentations and reports on their behalf.
• Maintains the image of the Deputy Directors’ offices by ensuring all correspondence and documentation meets a consistent and professional standard.
• Manages scheduling and logistics for Planning Department trainings and all‑staff meetings; provides support to various committees chaired by the Deputy Directors.
• Sets, schedules, manages and prepares meeting logistics for the Deputy Directors’ divisional, senior‑management and all‑staff meetings/training, including agenda packages, arrangements of meeting dates/times/rooms, minutes distribution, follow‑up on action items and coordination with the GM and GM’s Executive Assistant.
• Develops, organizes and maintains a comprehensive filing system for the Deputy Directors’ offices in accordance with the City’s record‑management system, monitors their SharePoint site, and maintains databases—entering, updating, reviewing, extracting and researching data.
• Schedules and tracks annual performance reviews for senior management and the GM’s office.
• Oversees and ensures expense reimbursement for the 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 monthly before submission to the Administrative Manager for approval.
• Drafts and finalises approvals for Professional Service Agreements for consultants as directed by the Deputy Directors; assists with administration of consulting contract documentation and invoice payment.
• Produces a variety of reports and gathers business information and materials for the Deputy Directors, including downloading information from databases (e.g., SAP) and organising it 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 for the Deputy Directors, conducting annual disposition of records and…