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executive assistant

Title posted on CivicJobs.ca - Executive Assistant (Administrative Assistant IV)

Posted on June 11, 2025 by Employer details City of Vancouver

Job details

Executive Assistant (Administrative Assistant IV)Requisition ID: 44127 OrganizationLocated on the traditional, ancestral and unceded lands of the x?m??k??y??m (Musqueam), S?wx?wú7mesh (Squamish), and s?lilw?ta? (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 FunctionThe Executive Assistant (EA) to the CFO/General Manager of Finance and Supply Chain Management (FSC) is responsible for an extensive range of administrative services supporting the GM as well as administrative activities in support of the overall business unit.The wide range of administrative services include handling a complex calendar, scheduling and prioritizing meetings with internal and external senior executives and staff in the City, organizing meetings and arranging for logistics, securing and preparing agenda items for the FRS Leadership and all-hands meetings, drafting and handling correspondence, re-directing internal enquiries when the GM is away or unavailable and coordinating administrative activities in the GM?s office.The EA in this position attends FRS leadership meetings, noting action items and following-through on them, handles the flow of correspondence in the office of the GM, manages the department?s plan for council reports throughout the year, facilitates the approvals of council summary forms, coordinates the updates on Internal Audit items, coordinates SAP licenses and vendor accounts, oversees and tracks the new employee safety orientations across the business unit to ensure that these are promptly conducted, and coordinates the attendance management reporting for the managers. The EA also handles the travel arrangements of the GM, and the purchasing card online review of the GM and direct reports as well as other administrative activities. The position interacts with senior managers within FSC, the City Leadership Team of the City and their assistants and sometimes with the external executives and their assistants. This position acts as an advisor across the Administrative Assistant roles in the FSC departments, and ensuring subject matter expertise for areas such as Time entry, purchasing, document filing, and other administrative tasks. The position may provide support to other areas of FSC as required.The incumbent also leads special projects within the FSC Group. These projects include the roll-out of new city-wide processes and procedures within the department, and other City projects implemented at the department level. The Executive Assistant, as required by the GM, may participate in special events contributing toward the strengthening of team-work in the business unit.Duties and Responsibilities Handles the complex calendar of the GM, scheduling meetings, making decisions on meeting priorities and working with the City Managers? office, other EAs and staff to arrange them. Supports meeting scheduling for other teams as required. Organizes and sets up leadership, all-staff, and other major meetings, arranging logistics for the venue, securing agenda items, presentation slides, scheduling presenters, taking minutes and following up on action items. Prepares meeting information materials for the GM in advance