All jobs in Administrative Jobs

Overview

Overview

Overview

Overview

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

When you join ScotiaMcLeod, you’ll be empowered to deliver Enriched Thinking®, a unique approach that incorporates your client’s thinking, as well as our thinking, to drive results. You’ll work with a team of specialists to deliver a client-centric approach to wealth management, enabling you to consider all the facets of your client’s life, family and business. With a focus on total wealth planning, and wealth specialists to help you deliver on this unique value proposition, you’ll be enabling clients to see not just the big picture, but all the little ones too.

BRIEF INTRODUCTION 

The Assistant Branch Administrator is responsible for supporting the Branch Management Team in ensuring a high level of success is achieved through effective operations and administrative efficiencies. 
   
IS THIS ROLE RIGHT FOR YOU 

In the role you will: 

• Consistently demonstrate high levels of internal and external client service
• Assist in the management of branch support staff, including executing development plans
• Ensure quality and efficiency of branch operations
• Assist with the execution and implementation of procedures to ensure compliance with corporate policies and industry regulations
   

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 skills  
• Meticulous attention to detail and excellent time management skills 
• Provide excellent client service in a professional and respectful manner
• Strong organizational skills
• Ability to take initiative and work independently
• Investment Representative (IR) license is an asset or obtain license within 15 months of hire which includes:
  • Canadian Securities Course (CSC), 
  • Canadian Practices Handbook (CPH),
  • Investment Representative Training Program (IRT)
  • ScotiaMcLeod internal 30-Day training program

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 

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

As an Administrative Associate you will be responsible for contributing to the overall success of one or more Wealth Advisors by ensuring a high level of client service achieved by effective administration and day-to-day trading of their business. 
  
IS THIS ROLE RIGHT FOR YOU

In the role you will:
 

• Ensure effective client administration by managing all administrative processes and escalations requiring investigation
• Consistently demonstrate high levels of client service by:
  • supporting the advisor in regular reviews of portfolios including entering client trades as directed by the client or Advisor and identifying client needs
  • responding to client inquiries, resolving issues and effecting client transactions in a timely and responsive manner
• Provide marketing assistance by coordinating materials, events, and seminars to increase/identify opportunities to grow assets and/or revenue
• Support the growth of the business by managing tracking reports for Wealth Advisors to review targets, recommendations, and financial plans/concepts  
• Build effective working relationships across various departmental and business line contacts by actively collaborating and sharing knowledge and experience

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

• Experience in the securities industry
• Already duly registered as an Investment Representative (IR) with CIRO
• 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

Location(s):  Canada : Alberta : Calgary 

Overview

Overview