Executive assistant
City of Victoria’s Sustainable Planning and Community Development department is inviting applications from suitable candidates for the position of Executive assistant. City of Victoria’s Sustainable Planning and Community Development department focuses on creating an environmentally conscious and vibrant urban landscape. Tasked with urban planning, sustainable development, and community engagement, it plays a pivotal role in shaping the city’s future. Through green initiatives and collaborative projects, it contributes to Victoria’s commitment to sustainability and community well-being. The candidates selected for the vacancy will be required to start the work as soon as possible.
Job Description:
Employer Name: City of Victoria
Department: Sustainable Planning and Community Development
Position: Executive assistant
No of Vacancies: 1
Salary: $64844.85 – $76289.39 yearly
Employment Type: Regular/Full Time
Location: 1 Centennial Square, Victoria, BC V8W 1P5, Canada
Shift: Monday to Friday, (35 hour work week)
Competition Number: 23/219A
Job Code: 3246
Requirements:
Languages: Candidates must have knowledge of the English Language
Education: Candidates should have educational qualifications such as Grade 12 Graduation
Experience: Candidates should have minimum 5 years of progressively responsible administrative experience supporting senior executives (C-Level)
Physical Requirements:
- The candidates should be adept at working in a fast-paced environment, managing a variety of tasks and responsibilities, while remaining focused on providing an exceptional service experience
- The candidates should ensure that the office is organized, efficient, responsive, and accessible
- The candidates should 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
Other Requirements:
- The candidates should provide senior-level administrative support and play a crucial role as the primary point of contact for the Director of Planning (DOP)
- The candidates should demonstrate astuteness in a variety of situations and ensure that time-sensitive communication is effectively addressed
- The candidates should possess strong written and verbal communication, administrative, and organizational skills, and can effectively manage competing priorities
- The candidates should demonstrate strong interpersonal skills and build relationships with colleagues and stakeholders
- The candidates should be practical and resourceful team-players who actively seek opportunities and propose solutions that align with organizational objectives
- The candidates should have Certificate in Office Administration and Level 1 or higher, Exempt Competency Framework
Responsibilities:
- The candidates should be able to communicate effectively with representatives of internal departments and external stakeholders on behalf of the DOP
- The candidates should be able to manage a fast-paced appointment schedule, including coordinating and confirming meetings for the DOP with Senior Managers, other staff, and external parties
- The candidates should be able to assemble information and briefing materials as needed to keep the DOP well informed of upcoming commitments and responsibilities
- The candidates should be able to triage/organize the DOP’s email as required
- The candidates should be able to liaise with other staff to prepare content for Council or committee meetings
- The candidates should be able to arrange business travel logistics, including flights, accommodations, and transportation, and coordinate all expense reconciliation
- The candidates should be able to prioritize conflicting schedules/deliverables by handling matters proactively and expeditiously and follow through on initiatives to completion
- The candidates should be able to follow up on contacts made by the DOP and support the cultivation of ongoing relationships
- The candidates should be able to prepare and edit a variety of correspondence, replying to inquiries from the public and colleagues
- The candidates should be able to maintain discretion and confidentiality in all matters relating to the office
- The candidates should be able to support other senior managers of the SPCD department in an administrative capacity, including assisting with research and various project support as needed
- The candidates should be able to organize office equipment and order supplies
- The candidates should be able to assist with special events and other meeting arrangements as needed
- The candidates should be able to perform other related activities as required
How to apply:
If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume) through the below-mentioned details.
We thank all the applicants for showing their interest and trust in us, however, only the most eligible candidates will be selected and conducted for further procedure directly from employers, in between no charges/fees or original documents will be asked from any applicant. All the best!