Administrative Assistant IV
Located on the traditional, ancestral and unceded lands of the Musqueam, Squamish, and Tsleil-Waututh, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada’s Top 100 Employers, BC’s Top Employers, and Canada’s Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.
Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.
Main Purpose & Function
This position serves as Coordinator of activities for Technology Services, including serving as the EA to the Chief Technology Officer.
As an Administrative Assistant IV, Technology Services, the position is responsible for coordinating the flow of time sensitive information from the Technology Services Leadership Team, including Annual Technology Plan priorities and requests from other departments. The position performs and coordinates a wide variety of administrative and executive support services. As the Executive Assistant to the Chief Technology Officer, the position is accountable for enhancing the CTO’s effectiveness by providing administrative support maintaining the CTO’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel, and identifying emerging issues within the department.
Specific Duties & Responsibilities
Technology Services Coordination
- Supports the Technology Leadership Team to track and monitor progress against the planned work within the Annual Technology Plan. Manages the schedule for development of annual plans and budgets to ensure there is adequate time for review and approval of materials.
- Makes recommendations to the CTO on service delivery improvements, compiles process improvement documents.
- Leads the implementation or improvement of Business Unit wide administrative procedures.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CTO, including those of a sensitive and confidential nature. Recommends appropriate course of action, referral, or response.
- Coordinates and manages the regular Technology Leadership Team Meetings, prioritizing and tracking agenda items and follow-up actions.
- Coordinates and manages the regular Technology Managers Meeting, prioritizing and tracking agenda and follow-up actions.
- Participates as an adjunct member of the Technology Leadership Team, including assisting in scheduling meetings and attending all meetings; offers operational and historical context as need arises.
- Provides support to various committees which the Managers, Directors, or CTO may Chair by typing and distributing minutes, preparing agenda packages, arranging meeting dates/times/rooms.
- Manages a variety of special administrative projects for the CTO, many of which many have organizational impact.
- Cascades the communication of policies, processes and administrative procedures through the IT team as appropriate;
- Participates on committees for special events that will contribute toward team-building within Technology Services
Executive Assistant Support to the CTO
- Completes a broad variety of administrative tasks for the Chief Technology Officer, including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging itineraries and agendas; and compiing documents for various meetings.
- Proactively creates and maintains effective workflow and communications to accomplish the work of the CTO, which includes the handling of a variety of projects and tasks simultaneously.
- Plans, coordinates, and ensures the CTO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win solutions for direct access to the CTO’s time and office.
- Works closely and effecively with the CTO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense of for the issues taking place in the environment and keeping the CTO updated.
- Communicates directly, and on behalf of the CTO, with staff of all levels across the City, community members and other stakeholders on matters related to the department’s work and the CTO’s activities. Responds to phone, e-mail and in person enquiries – providing information and referring enquiries to appropriate sources based on a broad knowledge of the CTO’s priorities, procedures and protocol.
- Provides a bridge for smooth communications between the CTO’s office and internal departments, demonstrating leadership to maintain credibility, trust and support of senior management staff.
- Tracks and follows-up on correspondence and other types of inquiries ensuring that responses to requests for information are completed in a timely manner.
- Drafts and proofreads correspondence, agendas, and minutes on behalf of the CTO and ensures appropriate protocols and templates are implemented.
- Maintains the image of the CTO office by ensuring that all correspondence prepared for the office adheres to a consistent and professional standard as identified by the incumbent.
- Makes decisions in the absence of the CTO such as determining if an issue needs to be escalated, needs to wait for the CTO or can be dealt with by another Director or Manager and monitors the issue as it progresses, reporting back to the CTO.
- Prepares, gathers and relays confidential information and material on a regular basis.
- Manages the flow of documents and inquiries; screens, reviews, edits and proofreads correspondence, e-mail, telephone calls, voice-mails, etc. (includes knowledge of handling extremely sensitive and confidential files and correspondence) for the CTO.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful competition, often with deadline pressures.
- Develops, organizes and maintains a comprehensive filing system for the department in accordance with the City’s record management system.
- Investigates, researches, obtains, disseminates and summarizes information for action and maintains active project files.
- Assists in preparation of sensitive/confidential personnel materials such as offer of employment letters, performance management communication, and termination letters, and provides direction to Administrative roles on standards for division;
- Creates and updates personnel files of CTO’s direct reports.
- Other duties/responsibilities as assigned
Education and Experience:
- Grade 12 supplemented by courses in administrative management with at least 5 years working at a senior management level in an administrative capacity and/or an equivalent combination of education and experience
- Requires excellent interpersonal and communication skills including a thorough knowledge of business English, spelling, punctuation and business math.
Knowledge, Skills and Abilities:
- Extensive knowledge of office practices and procedures
- Considerable knowledge of and ability to explain and apply City programs, policies, procedures, and collective agreements
- Ability to communicate clearly and concisely orally and in writing, including the ability to prepare business correspondence, presentations, minutes, and reports
- Ability to exercise substantial discretion and deal with highly sensitive and confidential information
- A high level of sensitivity when interacting with the department’s clientele and staff.
- Ability to multi-task, organize and prioritize work, work under pressure with constant interruptions
- Ability to develop, recommend and implement new work methods and procedures
- 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 research and analyze a variety of related data and issues
- Ability to use a multitude of office equipment
- Advanced level of experience with MS Word, Excel, PowerPoint, and Outlook. Experience with SharePoint and ERP systems like SAP is an asset.
- Ability to be flexible in terms of hours of work
Business Unit/Department: IT, Digital Strategy & 311 (1070)
Employment Type: Regular Full Time
Close Date: January 27, 2021
At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. If you would like to be considered for this exciting and impactful career opportunity, please apply through our careers site.
We thank all applicants for their interest. However, only those selected for an interview will be contacted. Learn more about our commitment to diversity and inclusion.
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