All jobs within 50 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

Overview

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