City of Victoria BC Looking for Executive Assistant at Victoria, British Columbia, Canada Full Time

Internal/External Posting

Closing date January 18, 2024

Executive Assistant (Regular Full Time)

Sustainable Planning & Community Development Department

Are you a highly organized and detail-oriented professional with a sixth sense for what needs to be done?

The City of Victoria is seeking an Executive Assistant to provide vital support for one of our fearless leaders – the Director of Planning. The successful candidate will be a mastermind at coordinating schedules and high-level meetings, handling confidential information, and facilitating effective communication within the department and with external stakeholders. We invite you to apply and become an integral part of our team.

The Executive Assistant (EA) provides senior level administrative support and plays an important role as the primary point of contact for the Director of Planning (DOP). As a member of the Sustainable Planning and Community Development department, the Executive Assistant thrives when working in a fast-paced environment, managing a variety of tasks and responsibilities, while remaining focused on providing an exceptional service experience.

The Executive Assistant takes pride in ensuring the office is organized, efficient, responsive, and accessible. The ideal individual will demonstrate astuteness in a variety of situations and ensure that time sensitive communication is effectively addressed. The Executive Assistant possesses strong written and verbal communication, administrative and organizational skills, and can effectively manage competing priorities.

This individual will be self-motivated and proactive in accomplishing projects and must be able to work under pressure, handling a wide range of activities and confidential matters with discretion. The Executive Assistant demonstrates strong interpersonal skills and builds relationships with colleagues and stakeholders. They will be a practical and resourceful team-player, who actively seeks opportunities and proposes solutions that align with organizational objectives.

Accountabilities

• Communicates effectively with representatives of internal departments and external stakeholders on behalf of the DOP.
• Manages a fast-paced appointment schedule including coordinating and confirming meetings for the DOP with Senior Managers, other staff and external parties.
• Assembles information and briefing materials as needed to keep the DOP well informed of upcoming commitments and responsibilities.
• Triages/organizes the DOP email as required.
• Liaises with other staff to prepare content for Council or committee meetings.
• Arranges business travel logistics, including flights, accommodations and transportation and coordinates all expense reconciliation
• Prioritizes conflicting schedules/deliverables by handling matters proactively and expeditiously and follows-through on initiatives to completion.
• Follows up on contacts made by the DOP and supports the cultivation of ongoing relationships.
• Prepares and edits a variety of correspondence, replying to inquiries from the public and colleagues.
• Maintains discretion and confidentiality in all matters relating to the office.
• Supports other senior managers of the SPCD department in an administrative capacity, including assisting with research and various project support as needed.
• Organizes office equipment and ordering supplies.
• Assists with special eventsand other meeting arrangements as needed
• Performs other related activities as required.

Qualifications

• Grade 12 Graduation
• Certificate in Office Administration
• Minimum 5 years of progressively responsible administrative experience supporting senior executives (C-Level)

Competencies

Level 1 or higher, Exempt Competency Framework.

Work schedule Monday to Friday, (35 hour work week)

Pay Band 1 ($64,844.85 – $76,289.39)

Job Code #3246

This is an exempt position

To apply for this opportunity you will need to create an online profile or log back in to our career portal at www.victoria.ca/jobs – only online submission will be considered. All applications must be submitted online by 430 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications and supporting materials as outlined in your resume.

At the City of Victoria, we are committed to integrating equity, diversity, inclusion, and accessibility into our programs, policies, spaces, and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous, racialized, immigrants, persons with disabilities, 2SLGBTQIA+, or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.

If you require assistance, please email us at [email protected].