Administrative Assistant III - City of Vancouver, Vancouver

Role Overview

Join the City of Vancouver, consistently ranked among the world’s most liveable cities and recognized as a top employer in BC. We are committed to exceptional public service, sustainability, equity, and an outstanding quality of life for all residents. As a City of Reconciliation, we invite dedicated individuals to contribute to an innovative, inclusive, and engaging workplace within the broader public service.

The Administrative Assistant III plays a crucial role in supporting the Engineering Executive Leadership Team. This position is responsible for providing an extensive range of confidential, sensitive, and high-level administrative support, managing tasks from complex to routine in a fast-paced environment. Your ability to handle critical information and support executive management will be key to success in this role.

What You'll Do

As an Administrative Assistant III, you will provide comprehensive administrative support, ensuring smooth operations for the Engineering Executive Leadership Team. Your responsibilities will include managing schedules, handling sensitive information, and coordinating various administrative tasks.

• Plan, organize, and manage calendars, priorities, appointments, internal and external meetings, and workshops for the Engineering Executive Leadership Team.
• Manage the flow and storage of documents and inquiries; screen, review, and edit/proofread correspondence, emails, telephone calls, and voicemails in accordance with the City’s record management system.
• Handle sensitive and confidential documents, including budget reports, departmental re-organizational structures, grievances, disciplinary letters, performance or attendance management files, contract negotiations, and council reports.
• Create and maintain effective workflow and communications.
• Coordinate meetings and logistics, including scheduling attendees, room procurement, equipment, food/refreshments, and minute taking/compiling/distribution.
• Track and follow up on correspondence and other inquiries, ensuring timely responses to requests for information from the public, Mayor and Council, and other City departments.
• Organize efficient and economical travel arrangements, calculate estimated expenses, and prepare relevant documentation.
• Maintain confidential databases; input, update, review, extract, research, and generate reports.
• Handle reports from Branches for GM/Director review and signature.
• Prepare, distribute, and photocopy reports, presentations, correspondence, and spreadsheets.
• Advise on key issues and concerns regarding meetings, urgencies, and other priorities.
• Evaluate priority and urgency of issues/requests for the Executive Leadership team’s time and attention, and decide what issues/requests can be delegated to Associate Directors for appropriate action.
• Liaise with employees, Unions, government officials, and legal counsel for information sharing, exchange purposes, and complaint management.
• Prepare HR workflows as required.
• Complete payroll time entry and reporting, and update personnel files.
• Provide backup and support for other Engineering Services’ Administrative Assistants.
• Perform other duties and responsibilities as assigned.

Qualifications

To succeed in this vital administrative role, candidates should possess a strong foundation in office administration and proven experience supporting executive-level management. Your ability to manage complex tasks and maintain confidentiality is essential.

• 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.
• 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 of software applications and enterprise systems such as MS Office, VanDocs, SharePoint, and SAP.

What's On Offer

This is a Temporary Full Time position with the City of Vancouver, offering a salary within Pay Grade RNG-030, ranging from $60,011 to $75,019 per year. The role is expected to start in August 2026 and conclude in February 2028.

The City of Vancouver is committed to recruiting a diverse workforce that represents the community we serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders, and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. The City acknowledges that it is situated on the unceded traditional territories of the xʷməθkʷəy̓əm (Musqueam Indian Band), Sḵwx̱wú7mesh Úxwumixw (Squamish Nation), and səlilwətaɬ (Tsleil-Waututh Nation).