Main Purpose and Function The Administrative Assistant supports the Engineering Executive Leadership Team and is responsible for providing an extensive range of confidential, sensitive and high level of administrative support, ranging from complex to routine, in a fast-paced environment.

Specific Duties and Responsibilities Plans, organizes and manages the calendars, priorities, appointments, internal and external meetings, workshops etc of the members of the Engineering Executive Ladership Team Manages the flow/storage of documents and inquires; screens, reviews and edits/proofreads correspondence, emails, telephone calls, voicemails, etc. in accordance with the Citys record management system.

Handles sensitive and confidential documents, including: budget reports, departmental re-organizational structures, grievances, disciplinary letters, performance or attendance management files, contract negotiations, and council reports.

Creates and maintains effective workflow and communications.

Coordinates meetings and logistics (e.g. scheduling attendees, room procurement, equipment, food/refreshments and minute taking/compiling/distribution).

Tracks and follows up on correspondence and other types of inquiries ensuring that responses to requests for information from the public, Mayor and Council, and other City departments etc., are completed in a timely manner.

Organizes productive and economical travel arrangements, calculates the estimated expenses to be incurred, and prepares relevant documentation.

Maintains confidential databases; inputs, updates, reviews, extracts, researches and generates reports.

Handles reports from Branches for GM/Director review and signature.

Prepares, distributes, and photocopies reports, presentations, correspondence, spreadsheets Advises on key issues and concerns regarding: meetings, urgencies, and other priorities.





Evaluates priority and urgency of issue/request for time and attention of Executive Leadership team, and decides what issues/requests can be delegated to Associate Directors in the division for appropriate action.

Liaises with employees, Unions, government officials and legal counsel for information sharing, exchange purposes and complaint management.

Prepares HR workflows as required.

Responsible for completing payroll time entry and reporting and updating personnel files.

Provides backup/support for other Engineering Services Administrative Assistants.

Other duties/responsibilities as assigned.

Qualifications Completion of Grade 12, supplemented by courses in office administration and a minimum of three years related experience supporting executive level management, preferably in a public sector environment, or an equivalent combination of education, training and experience.

Knowledge, Skills and Abilities: Extensive knowledge of office practices and procedures Excellent customer service, communication and interpersonal skills Excellent time management and organizational skills with the ability to effectively and efficiently prioritize actions in response to numerous and diverse demands Excellent problem solving and analytical skills Ability to deal with highly sensitive and confidential information Ability to exercise confidentiality, discretion, diplomacy and tact 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 the public Ability to work with minimal supervision and exercise initiative.

Ability to research and analyze a variety of data and issues Proficient in the use software applications and enterprise systems such as MS Office, Van

Docs, Share

Point and SAP Business Unit/Department: Engineering Services

📌 Administrative Assistant III (Vancouver)
🏢 City of Vancouver
📍 Vancouver