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Overview

Overview

Overview

Overview

Overview

Weekly Hours: Call-in 

Salary Range: $24.26 to $26.75 CAD per hour (2025 rates)

The Administrative Assistant III works closely with two Directors of Planning, Urban Design & Sustainability (PDS) within the GM’s Office.  The position provides an extensive range of confidential and sensitive administrative support services at the executive level, such as managing Directors’ calendars, liaising with internal and external stakeholders, ensuring that matters requiring immediate action are brought to the attention of the Directors, preparing and/or locating background information on issues and sensitive topics; and using discretion and judgement to resolve issues.

Specific Duties and Responsibilities

• Proactively creates and maintains effective workflow and communications to accomplish the work of the Directors through handling of a variety of projects and tasks simultaneously.
• Manages the Director’s executive calendars and schedules.  Works with multiple, competing and changing priorities to organize appointments, proactively resolve conflicts, and to ensure optimal use of Director’s time.
• Manages the flow of incoming and outgoing inquiries to Directors’ Office. Tracks and follows-up on items and inquiries and complaints as required, and ensures that Directors’ responses to requests are completed in a timely manner.  
• Provides information and referrals based on a broad knowledge of the Director’s priorities, procedures and protocol. Responds to public and stakeholder inquiries and requests.
• Makes decisions in the absence of the Directors such as determining if an issue needs to be forwarded to the GM or GM’s Executive Assistant, or may be dealt with by another senior leader.
• Communicates directly by telephone and e-mail, on behalf of the Directors with key internal and external contacts including development industry members, senior staff, senior government officials, and politicians.   
• Manages and directs media calls (in conjunction with Communications) by determining the subject, deadlines and necessary/ appropriate follow through.
• Drafts, screens, reviews and edits sensitive and confidential correspondence of the Directors, and drafts, proofreads, and prepares communications, presentations, reports, on behalf of the Directors.
• Maintains the image of the Directors offices by ensuring that all correspondence and documentation prepared for the office adheres to a consistent and professional standard.
• Manages scheduling and logistics for Planning Department Trainings/All Staff Meetings; provides support to various committees which the Directors Chair.  
• Sets, schedules, manages and prepares meeting logistics for the Directors divisional, senior management, all staff meetings/training including: agenda packages, arranges meeting dates/times/rooms, types and distributes minutes, follows up on action items and coordinates with the GM and the GM’s Executive Assistant on activities.
• Develops, organizes and maintains a comprehensive filing system for the Directors’ offices in accordance with the City's record management system.  Monitors the Directors’ SharePoint site.  Maintains databases; entering, updating, reviewing, extracting and researching data.
• Schedules and tracks annual performance reviews for the senior management and GM’s office.
• Oversees and ensures expense reimbursement for Directors. 
• Arranges travel and training for the Directors.
• Holds Mastercard Card Holder authority for the Department.  Reconciles Mastercard expenditures by determining cost centres and account codes on a monthly basis before submitting to the Administrative Manager for approval.
• Drafts and finalizes approvals for Professional Service Agreements for Consultants as directed by Directors. Assists with administration of consulting contract documentation and invoice payment as guided by Directors
• Produces a variety of reports and gather business information and materials for the Directors. This includes downloading information from databases (such as SAP) and organizing information for presentation and /or consideration.  Photocopies and distributes reports, presentations, correspondence, spreadsheets, and statistics as required.
• Ensures records management protocols are followed as the Departmental Record Coordinator (DRC) for the Directors and conducts annual disposition of records and transfers to archives.
• Provides back up coverage for the GM’s Executive Assistant, and, under exceptional circumstances, provides back up coverage to the PDS Senior Management Team Administrative Assistant as requested by the Admin Manager via the Directors. Including job requisition processing and assisting with calendar management in their absence.
• Coordinates the Planning Department’s Speakers Series.
• Oversees and is the point of contact for Freedom of Information (FOI) inquiries for the Directors.
• Conducts research and analyzes projects as requested by Directors.
• Performs other duties as assigned by the Directors or GM.

Qualifications
Education and Experience:

• A diploma in Business Administration or a related field with at least 5 years working at a senior management level in an administrative capacity, preferably as an Executive Assistant or Office Manager.
• Requires excellent interpersonal and communication skills including an effective knowledge of correct punctuation, grammatical usage and a comprehensive vocabulary for preparation of business letters, reports and statements.
• Superior clerical, mathematical, and statistical aptitude and accuracy; thorough knowledge of MS Office programs including (Word, Excel, Outlook, PowerPoint); ability with VanDocs, Sharepoint, OH&S database, Incident database, SAP; SuccessFactors, E-CAFs, E-SAFs, E-HAFs, etc.; research abilities; familiarity with standard office equipment (printers, voicemail, etc.)
   

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 exercise discretion and deal with sensitive and confidential information.  
• Ability to prioritize and organize work, handle multiple assignments and meet deadlines.
• Ability to work in a high volume environment with frequent interruptions and changing priorities.
• Ability to communicate effectively orally and in writing
• Ability to work independently and solve problems.
• Ability to build and maintain effective working relationships across the organization and work collaboratively in a team environment.
• Ability to manage and adapt to change.
• Ability to deal tactfully and effectively with the public.
• Ability to research and collate a variety of data and issues.
• Ability to use a multitude of office equipment.
• Proficient in the use computer programs including word-processing, spreadsheets, databases, email and scheduling programs.

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: Planning, Urban Design & Sustainability (1275) 

Affiliation: Exempt 

Employment Type: Temporary Full Time 

Position Start Date: January, 2025 

Position End Date: December, 2026

Salary Information: Pay Grade RNG-030: $56,567 to $70,714 per year

Application Close: January 5, 2025

• Performs general office duties as answering telephone, data entry, filing and others.

• Prepares reports and presentations.

• Prepares and/or coordinates information for internal use and distribution.

• Performs various ad hoc tasks.

• Provides coverage in other departments during fluctuations in volume, vacation coverage or leave of absence coverage and as required by business needs.

• Minimum 6 months of experience in administrative support roles -Preferred

• Intermediate computer skills: Word, Excel, and Outlook (Microsoft Office)

• Typing speed of 40+ words per minute with 90% accuracy

• Excellent verbal and written communication skills

• Fast learn and adapt skills to different systems

• Ability to work with minimal supervision

• Strong analytical thinking, problem-solving, basic research, attention to detail, and time management skills

• Ability to work in a fast-paced environment

• 2 weeks of paid vacation after one year of service.

• Vision, health, and dental benefits after 60 days of service.

• Overtime.

• Weekly Pay/ Direct Deposit- Every Friday.

• Immediate access to UPS ‘Employee Discounts’ upon hiring.

• Paid training.

• Pension Plan.

• Free Onsite Parking.

• Opportunity for advancement within a Fortune 50 Company.

Overview

As an Administrative Support Assistant, you will be responsible for providing administrative support to one or more Advisors and their teams.  
  
IS THIS ROLE RIGHT FOR YOU
In the role you will:

• Be responsible for onboarding new client relationships through digital account opening and documentation administration 
• Process client requests, account transfers, deposits, withdrawals and payments, requests for tax receipts and account reporting
• Respond to client inquiries and issues in a timely manner and escalating , as required

DO YOU HAVE THE SKILLS
We would love to work with you if you have:

• Experience in the securities industry
• Excellent verbal and written communication
• Strong organizational skills 
• Ability to take initiative, work independently and meet deadlines
• Meticulous attention to detail and excellent time management skills
• Exceptional client service skills

WHAT’S IN IT FOR YOU

• At ScotiaMcLeod we help employees build their futures – where they can be themselves, and win together. With a commitment to diversity and inclusion and a performance-oriented culture that includes coaching, learning, and development – there are endless possibilities. At ScotiaMcLeod– you can make an impact. You help make the futures of our 25 million customers happen. You can find your future here.
• The opportunity to join a forward-thinking organization where you are surrounded by a collaborative team of innovative thinkers. 
• An organization committed to making a difference in our communities– for you and our clients.
• An inclusive working environment that encourages creativity, curiosity and celebrates success. 
• Learning and Development – free access to Scotia Academy to upskill and develop your skills.

Basic Function:

• Perform operational and/or administrative duties of a complex nature requiring initiative and judgment.  

Tasks / Responsibilities:

• Create tables, graphs and prepare spreadsheets.
• Sort and merge documents, reports, etc.
• Research data and prepare reports
• Edit and proofread
• Work under pressure
• Prepare, maintain, validate, input, and update data/files, records, documents, manuals, etc.
• Receive, index and revise manuals or data
• Prepare correspondence
• Receive and direct all incoming calls
• Provide assistance for outgoing calls, e.g. directory assistance, calling card
• Refer external customers to appropriate areas, e.g. departments, employees
• Assist other employees in the department
• Arrange ground transportation for internal/external customers, e.g. taxis
• Arrange travel and appointments
• Liaise with internal/external customers
• Research, resolve, and respond to internal/external customer issues and queries, verbally and/or in writing
• Work with minimal or no supervision
• Design, compose, format and produce correspondence, reports and documents using a variety of software applications
• Prepare third party billings
• Handle cash/cheques and related documentation
• Verify and process invoices, claims and/or expenses
• Coordinate and make necessary arrangements for presentations, seminars, training sessions, interviews, etc.
• Build, update and maintain schedules and staff rosters
• Organize and prioritize workload to meet deadlines
• Comply with Government Regulations, Company Policies, Collective Agreement and procedures
• Administer Collective Agreements
• Control distribution and maintain Company and technical publications
• Maintain a high level of accuracy
• Operate specific department/Company software programs
• Develop and maintain schedules
• Maintain confidentiality at all times
• Maintain and develop accurate maintenance and/or technical records
• Audit records
• Monitor equalization of overtime
• May be required to perform other related duties which do not affect the nature of the job

Task allocation may vary from one department to another

In addition to the above, may be required to perform the Tasks / Responsibilities as outlined in Assistant Coordinator Level. 

Your benefits

As one of the leading employers in Canada, we like to ensure our employees are well rewarded with a range of benefits including:

• Air Canada staff love to travel and we have one of the most generous employee travel programs in the industry. You will be eligible for travel privileges for yourself and other eligible persons once you’ve completed twenty-eight (28) weeks of service.
• We value your wellbeing which is why we offer a wide variety of benefit plans, including health and dental, for you and your family.
• Training and development tools to help unlock your full potential.

Qualifications

Education:

• High School graduation

Skills / Knowledge:

• Good interpersonal skills
• Good communication skills, both written and verbal
• Intermediate knowledge of Microsoft Office applications
• Proficiency in spelling, punctuation and grammar
• Knowledge of aircraft terminology
• Aptitude for math
• Aptitude for accuracy and detail

Experience:

• Minimum 2 years office experience

Specific Requirements:

• Some positions may require lifting and climbing
• Some positions require licenses, e.g. Driver’s, MOT, AVOP etc
• Some positions may require shift work and/or work staggered starting and stopping times
• Some positions may be exposed to weather conditions
• Candidates must be eligible to work in the country of interest, at the time any offer of employment is made and seeking any required work permits/visas or other authorizations which may be required is the sole responsibly of the candidates applying for this position.

Linguistic Requirements:

Based on equal qualifications, preference will be given to bilingual candidates.