All jobs within 500 km around Gibsons in Administrative Jobs

Overview

Main Purpose and Function

The Executive Assistant is responsible for efficient and effective departmental operations with an extensive range of administrative services supporting senior level management and the overall business unit

Specific Duties/Responsibilities

• Proactively creates and maintains effective workflow and communications to accomplish the work of the General Manager through handling of a variety of projects and tasks simultaneously.
• Manages the General Manager’s calendars and schedules. Works with multiple, competing, and changing priorities to organize appointments and proactively resolving conflicts to ensure optimal use of General Manager’s time.
• Arranges large and small group meetings and meeting logistics such as scheduling attendees, room procurement, equipment, etc.
• Maintains the image of the office by ensuring that all correspondence prepared for the office adheres to a consistent and professional standard.
• Responds to telephone, e-mail and in-person enquiries and complaints escalated to the General Manager from internal and external stakeholders.
• Provides support to Directors, as required.
• Manages the flow of incoming and outgoing inquiries to the General Manager’s office. Drafts, screens, reviews, and edits sensitive and confidential correspondence. Provides information and referrals based on a broad knowledge of priorities, procedures, and protocol.
• Triages and acts as a liaison between the General Manager and the office, determining when issues need to be escalated for immediate attention.
• Secures, recommends, and coordinates agenda items for departmental meetings.
• Provides support to various committees which the Managers, Directors, GM may Chair by typing and distributing minutes, preparing agenda packages, arranging meeting dates/times/rooms.
• Places and manages orders for such items as office equipment, office supplies, and business cards.
• Drafts and circulates internal staff announcements and other relevant communications on behalf of the leadership team.
• Coordinates and tracks departmental Council report submissions and City Manager Minutes.
• Coordinates travel arrangements for staff and ensures that travel profiles are maintained, and all required approvals are obtained; coordinates training requests for staff.
• Prepares, distributes, and photocopies documents such as reports, presentations, correspondence, and spreadsheets which may contain sensitive, controversial, or confidential information.
• Attends senior leadership team meetings and other meetings as required.
• Submit appropriate human resource action forms for new hires, changes, and terminations.
• Coordinate implementation of new organizational systems and processes to improve efficiencies on behalf of the department.
• Approve expenses and review departmental costs.

• Perform project work and prepare a variety of reports and documents for the Director and senior staff.
• Act as the DBL Mobility and SAP Liaisons
• Other duties/responsibilities as assigned.

Minimum Qualification Requirements

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, and reports.
• Ability to exercise substantial discretion and deal with highly sensitive and confidential information.
• Ability to multi-task, organize and prioritize work, work under pressure with constant interruptions.
• 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 perform complex mathematical calculations with speed and accuracy.
• Ability to research and analyze a variety of related data and issues.
• Ability to use a multitude of office equipment.
• Ability to use computer software such as Excel, PowerPoint, Microsoft Word, Outlook, Internet, VanDocs, SharePoint, SAP.

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: Development, Buildings & Licensing (1250) 

Affiliation: Exempt 

Employment Type: Regular Full Time 

Position Start Date: May, 2025 

Salary Information: Pay Grade RNG-040: $62007 to $77504 per annum

Application Close: April 30, 2025

Main Purpose & Function
Reporting to the Operations Manager and Security Coordinator, the Office Support Clerk II is the public’s “first point of contact.” As part of the security team, the position provides clerical and administrative support to the Centre, supports security and safety of staff and patrons, and works to create a safe and welcoming environment for patrons and staff.

Specific Duties & Responsibilities 

• Supports patrons seeking assistance and information by providing referrals to Carnegie staff, programming and services, community resources and government agencies. 
• Answers the Centre’s main telephone line, responding to inquiries, transfers calls and takes messages for patrons and staff. 
• Provides administrative support for internal and external special events and programming at the Centre. 
• Responsible for the cash sale of Community Centre memberships and reconciliation of receipts.
• Issues loaned games and equipment. 
• Creates and maintains a variety of records requiring use of a computer and Microsoft Access, Outlook, Word, and Excel. 
• Assists in the preparation of statistical reports, presentations and other documents using Microsoft Office. 
• Performs other related duties as required.
• Monitors alarms including internal emergency duress system and access control; communicating using 2-way security radios
• Monitors outdoor access gate; and dispatching security as required. 
• Maintains files related to metrics, including data entry and reporting, accessing and entering information in a shared incident database
• Uses CCTV for security-related purposes
• Provides backup to other security staff and liaising with emergency responders as required, including in volatile situations

Qualifications 
Education and Experience:

• Completion of Grade 12, supplemented by standard commercial or administrative courses preferably with some related administrative experience and/or an equivalent combination of training and experience. 
• Experience with and knowledge of the issues facing people experiencing homelessness, mental illness, addiction, impacts of colonialism, and/or poverty is an asset. 

Knowledge, Skills and Abilities:

• Thorough knowledge of business English, spelling, punctuation, and math. 
• Working knowledge of departmental and other regulations, rules, procedures, and practices that relate to the position occupied or which govern worksite activities and employee behaviour.
• Working knowledge of departmental functions, responsibilities, and activities.
• Position requires a strong customer service focus. 
• Effective interpersonal, written & verbal communication skills. 
• Demonstrated ability to use tact, discretion & confidence when dealing with the public.
• Ability to excel in frontline service delivery both independently and in a team environment.
• Ability to adapt quickly to varying tasks and frequent interruptions

Driver’s License and Record Checks:

• Police Record Check is a requirement of this position.  A clearance requires the absence of any criminal charges or convictions related to this position.

Business Unit/Department: Arts, Culture and Community Services (1200) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Temporary Full Time 

Position Start Date: May, 2025 

Position End Date: February, 2027 

Salary Information: Pay Grade GR-013: $27.04 to $31.66 per hour

Application Close: May 2, 2025

Overview

Overview

What is the opportunity?

Job Skills

Account Management, Customer Success, Decision Making, Financial Regulation, Group Problem Solving, Interpersonal Relationships, Investment Risk Management

Additional Job Details

745 THURLOW ST:VANCOUVER

VANCOUVER

Canada

37.5

Full time

WEALTH MANAGEMENT

Regular

Salaried

2025-02-13

2025-03-29

Note: Applications will be accepted until 11:59 PM on the day prior to the application deadline date above

Overview

Overview

As an Administrative Assistant, you will be primarily responsible for working with Financial Planners to support the development of new wealth management business acquisitions and relationships in target markets.  Within this partnership model, you are an essential resource in the successful execution of day-to-day operational activities including, providing timely support, and delivering exceptional client experiences.  In addition to enabling the growth and servicing of the Financial Planners client-base, you will be responsible to support and contribute to a national Administration team.      

Is This Role Right for You?

The Scotia Financial Planning Team (SFP) is looking for a dynamic self-starter who embraces a team environment and shares our passion to helping each and every client realize their financial dreams!  The Administrative Assistant is an excellent opportunity to be part of a vibrant, enthusiastic, and high-energy team. 

• Champions a customer focused culture to deepen client relationships and leverage broader Bank relationships, systems, and knowledge.
• Responsible to execute on capacity enablers (National Practice Standards) for Financial Planner to grow their business portfolios.
• Support operational excellence through the execution of day-to-day administrative tasks and activities. 
• Influence a service excellence culture through the delivery of exceptional client experiences.
• Be a Trusted Business Partner; build cross-functional partnerships to optimize business outcomes.
• Understand how the Bank’s risk appetite and risk culture should be considered in day-to-day tasks, activities, and decisions.
• Actively pursues effective and efficient operations of his/her respective areas, while ensuring the adequacy, adherence to and effectiveness of day-to-day business controls to meet obligations with respect to operational risk, regulatory compliance risk, AML/ATF risk and conduct risk, including but not limited to responsibilities under the Operational Risk Management Framework, Regulatory Compliance Risk Management Framework, AML/ATF Global Handbook and the Guidelines for Business Conduct.
• Champions a high-performance environment and contributes to an inclusive work environment.

Do You Have the Skills?

• Self-motivated and disciplined with solid organizational and effective task prioritization skills.
• Strong processing and inputting skills coupled with a high attention to detail and follow-through capabilities.
• Outstanding interpersonal, communication and listening skills (empathetic skills).
• Ability to build rapport, establish trust and communicate effectively.
• Ability to work in a faced-paced dynamic environment along with multiple partners and stakeholders to achieve shared objectives.
• Excellent team player with the ability to work independently.
• Possess a growth mindset, which involves having the desire to continuously develop skills, knowledge and experiences through active learning and curiosity.
• Solid understanding of the investment sales process, gained through experience in financial planning/sales role, and familiarity with the interrelationships among people, products, processes, and technology.
• Post-secondary degree in business or a related field, or equivalent working experience.  
• Mutual Fund License is required.
• Bilingual in English and French is an asset.

What’s In It for You?

• You’ll be part of an inclusive and collaborative working environment that encourages creativity, curiosity and celebrates success.
• You’ll have the ability to make a lasting impact on clients.
• You’ll have the opportunity to make a significant impact, as you will contribute to revenue generation and growth.
• You’ll work with and learn from a diverse and talented team of administrative assistants, leading Financial Planners, and successful Sales Leaders.
• Supportive environment with coaches that are inspired to help you exceed your goals.
• Primarily work from home role with a mix of in-office work as required by business needs.

Location(s):  Canada : British Columbia : Vancouver || Canada : Alberta : Edmonton 

Main Purpose and Function
A member of the Board Support Team, the Board Support & Meeting Assistant provides a key role in the facilitation and delivery of Board meetings and provides complex and confidential administrative support to Park Board Commissioners, Park Board Senior Leadership Team, and Manager, Exec Office and Board Relations.

Specific Duties/Responsibilities
• Coordinates board report and presentation submission process (for all meetings, including confidential/In Camera) to ensure materials are ready for GM review: provides instructions, submission guidelines, and reminders to report authors; provides support with document formatting and templates; checks policy references and links are correct; ensures necessary staff/departmental concurrences obtained
• Reviews, formats, posts and distributes board meeting materials: agendas, reports, presentations, motions, and minutes, etc. (for all meetings, including In Camera)
• Assists with the formatting, preparation and confidential review of member motions
• Creates and posts speaker sign-up form online; generates speaker reports; tracks/saves correspondence
• Prepares meeting scripts, speaker lists, correspondence summaries, and final consolidated meeting decks (for all meetings, including In Camera)
• Schedules web stream, tests and troubleshoots meeting room A/V, loads presentations
• Attends meetings and provides back-up A/V and meeting clerk support (including In Camera when needed);
• Drafts meeting highlights; posts and distributes final report
• Creates and posts meeting video clips, decision documents and other meeting materials
• Updates decision tracking documents and distributes to relevant staff
• Distributes Board enquiries to staff; prepares responses for distribution at the next meeting
• Provides research services for past decisions
• Organizes/orders catering and supervises catering set-up and clean-up;
• Prepares and prints materials for meeting packages; supervises assembly of meeting binders, room set-up and clean-up
• Assists with collecting and preparing orientation, briefing, and other Board reference materials
• Provides back-up to meeting clerk to provide
• Prints, organizes and maintains official board records for archival purposes (minutes, reports, presentations)
• Responds to public and media enquiries and drafts responses on behalf of Commissioners
• Provides speaking notes for Commissioners when not officially representing the Board/Chair
• Assists with drafting member motions
• Assists with confidential Commissioner FOI requests
• Maintains event calendar for Commissioners; works with event organizers and protocol offices on Commissioner invitations, roles/participation and protocols;
• Manages multiple Outlook mail and calendar accounts, including Commissioner accounts
• Books travel and tracks expenses for Commissioners
• Provides general administrative support to Park Board Commissioners, Senior Leadership Team (as needed for Board/meeting related matters) and Manager, Exec Office and Board Relations
• Other duties/responsibilities as assigned.
 

Minimum Qualification Requirements
Grade 12 graduation supplemented by courses/training in administration, business writing, meeting management, Microsoft Office, and parliamentary procedure (e.g. use of Roberts Rules or Order and/or a municipal procedure bylaw) plus considerable related experience or an equivalent combination of training and experience.
 

Knowledge, Skills and Abilities:
• Working knowledge of the formal rules of procedure used in committee and board meetings.
• Working knowledge of government governance structures and systems, the role of Park Board Commissioners, the legislation and supporting bylaws that govern the City and Park Board, as well as record management practices and systems.
• Thorough knowledge of agenda preparations, minute taking and Board meeting protocols including formal rules of procedure.
• Ability to use Microsoft Office (Word, Excel, Outlook & PowerPoint), Adobe Acrobat, Contribute & CMS website update software, meeting AV systems and software (Crestron), and online webstream tools (currently SLIQ).
• A keen sense of accuracy and attention to detail and the ability to produce products that reflect the highest standards of accuracy and detail.
• Excellent written and verbal skills with a strong knowledge of business English including sentence structure, grammar and punctuation and a demonstrated writing skill.
• Ability to interpret and independently carry out written and oral instructions.
• Strong time-management skills, ability to prioritize tasks and work independently as well as ability to work under pressure with firm and at times, changing deadlines white remaining calm, respectful and professional.
• Ability to take and prepare the minutes of Committee and Board meetings, and to summarize the collective sense of meetings
• Ability to meet and deal tactfully and effectively with the public and to maintain harmonious working relationships with administrative officials and other employees.
• Ability to maintain confidentiality and security of confidential information is essential.
• Ability to use tact, discretion, and professionalism
• Ability to focus during meetings and remain in a static position for long periods of time.

Where operationally appropriate and subject to change, the City of Vancouver has a Flexible Work Program. This program allows staff to work remotely 1 – 4 days a 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: Board of Parks & Recreation (1400) 

Affiliation: CUPE 15 Parks 

Employment Type: Temporary Full Time 

Position Start Date: March, 2025 

Position End Date: 1 year 

Salary Information: Pay Grade GR-017: $31.66 to $37.2 per hour

Application Close: February 27, 2025