Administrative Assistant III

City of Vancouver - CA; Vancouver; Hybrid; CAD 58,000 - 73,000; Full time

Job summary

A municipal government in Vancouver is looking for an Administrative Assistant to support the Business and Economy Office and Civic Engagement teams. This role involves providing confidential administrative support, managing executive calendars, and organizing meetings and events. Candidates should possess strong interpersonal skills and proficiency in Microsoft Office. The position offers a competitive salary and flexible work options.

Qualifications

• Grade twelve education supplemented by business courses and two years' related administrative experience.
• Thorough knowledge of Microsoft Office 365 products with advanced knowledge of Outlook and Teams.
• Exceptional customer service and interpersonal skills.

Responsibilities

• Provides executive level confidential and administrative support.
• Coordinates and maintains the calendar of the Director and Senior Director.
• Organizes event logistics including room booking and catering.

Skills

Microsoft Office 365

Customer service

Organizational skills

Judgement and independence

Interpersonal skills

Education

Grade 12 education with business courses

Tools

SAP

VanDocs

Job description

Overview

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and environmentally sustainable cities. 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, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and engaging workplace. Working at the City of Vancouver and within the public service can be a rewarding career where you play a key role in ensuring impartial and equitable access to services, upholding ethical governance, and addressing the needs of citizens with integrity and dedication.

Main Purpose and Function

Main Purpose and Function

The Administrative Assistant – Business and Economy Office (BEO) and Civic Engagement and Communications (CEC) provides an extensive range of confidential and sensitive administrative support, as well as organizing and coordinating daily activities of the BEO and CEC teams.

Key Contacts and Reporting Relationships

Key Contacts and Reporting Relationships

This position dual reports to the Director, BEO and Senior Director, CEC. They work closely with the BEO and CEC management teams and the Administration team in the City Manager’s Office. Other Key contacts include the City Manager’s Office senior leadership team; City Leadership Team; BIA Program external stakeholders and CEC clients across the City.

Specific Duties/Responsibilities

• Provides executive level confidential and administrative support for the Business and Economy Office (BEO) and Civic Engagement and Communications (CEC).
• Coordinates and maintains the calendar of the Director, BEO and Senior Director, CEC, using judgement to prioritize meeting and event requests with a view to optimizing available times. This includes planning, organizing and scheduling meetings/events; screening requests for meetings/events; anticipating and working with external partners, stakeholders and senior city staff to resolve scheduling conflicts to ensure high priority meetings/events are accommodated in a timely fashion.
• Assists team members in the BEO and CEC with complex, non-routine scheduling tasks involving large groups.
• Organizes event logistics, including room booking, catering, supplies, invitations, RSVP s, technology and other logistics and from time to time assists with meeting set-up and implementation including note taking or otherwise recording information from key events.
• Coordinates departmental reports and memos, ensures proper formatting of documents and timely communication with concurring departments, Clerks and the City Manager’s Office.
• Manages a variety of sensitive and confidential matters including correspondence, agendas, minutes, contracts, and presentations; locates and assembles information for various reports and briefings; compiles and prepares meeting materials and minutes and attends meetings as required.
• Coordinates travel and accommodation arrangements for both directors, ensuring travel policies and third party reimbursements are completed.
• Completes Procure-to-Pay (P2P) process; creates project shopping carts, processes invoices for payment, orders office supplies, reconciles monthly P-Card statements for Director, process JVs as required.
• Maintains the filing and file sharing systems (VanDocs folders, Sharepoint sites); logs and transfers records to off-site storage provider as per City retention schedules.
• Performs a variety of Front Office duties including coordinating incoming and outgoing courier and confidential shredding pickups; coordinating service calls for maintenance and repair of office equipment; keeps Business and Economy Office in order and replenishes supplies when necessary; orders catering and/or prepares refreshments for meetings as required.
• SAP Time Entry.
• Other duties/responsibilities as assigned.

Education and Experience

• Grade twelve (12) education supplemented by business courses, typing, word processing and two years’ related administrative experience, or an equivalent combination of training and experience.

Knowledge, Skills and Abilities

• Thorough knowledge of Microsoft Office 365 products with advanced knowledge of Outlook and Teams.
• Exceptional customer service and interpersonal skills, including a pleasant, inclusive and professional attitude.
• Ability to exercise considerable independence and judgement with minimal supervision.
• Ability to identify and understand the sensitive, confidential and/or controversial nature of all types of materials and handle with appropriate discretion.
• Ability to manage multiple tasks and projects and including the ability to change priorities in a high demand environment.
• Ability to anticipate and plan in advance solutions to problems and issues so they are managed in an efficient and effective manner.
• Ability to liaise with a wide variety of senior managers, their assistants and external partners and stakeholders on behalf of the Business and Economy Team.
• Exceptional organizational skills including a high level of attention to detail. Excellent listening, oral and written communication skills.
• Experience with complex calendaring in an executive environment.
• Ability to compose and proofread correspondence, prepare reports in clear concise business English and draft complex correspondence for review by senior staff.
• Experience with SAP and VanDocs are highly desirable.

Other Information

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work a hybrid work week from locations that are a daily commutable distance from their work at a City worksite. At this time this position is eligible to be part of the Flexible Work Program.

Business Unit/Department: Office of the City Manager (1010)

Affiliation: Exempt

Employment Type: Regular Full Time

Salary Information: Pay Grade RNG-030: $58,270 to $72,827 per annum

Application Close: September 30, 2025

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly 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. Learn more about our commitment to diversity and inclusion.

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In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approximately 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.