Requisition ID: 44504

Organization

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable and environmentally sustainable cities. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, reconciliation, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and engaging workplace. Working at the City of Vancouver and within the public service can be a rewarding career where you play a key role in ensuring impartial and equitable access to services, upholding ethical governance, and addressing the needs of citizens with integrity and dedication.

Main Purpose and Function

This position serves as Manager of Administrative Services for Technology Services, including serving as the Executive Assistant to the Chief Technology Officer.

As Manager Administrative Services, Technology Services, the position is responsible for coordinating the flow of time-sensitive information to and from the Technology Services Leadership Team. This includes managing the intake, prioritization, and distribution of communications, ensuring timely responses to internal and external inquiries, and maintaining alignment across multiple strategic and operational initiatives. The role also supports the Leadership Team by preparing briefing materials, tracking action items, and facilitating effective decision-making processes. Additionally, the Manager oversees administrative protocols, optimizes workflows, and

As the Executive Assistant to the Chief Technology Officer, the position is accountable for enhancing the CTO’s effectiveness by providing administrative support maintaining the CTO’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel, and identifying emerging issues within the department. ensures that documentation and reporting standards are consistently met to support transparency and accountability across Technology Services.

Specific Duties/Responsibilities

• Assesses administrative support needs across the department and makes necessary recommendations to improve efficiencies and inspiring a culture of continuous process improvement.

• Manages an administrative support team by providing ongoing direction, coaching and mentoring, Handling of performance and attendance issues and responsible for recruitment and selection.

• Delegates tasks to administrative and clerical staff as appropriate

• Ensures consistent and documented records management practices department-wide as the Lead Departmental Records Coordinator (DRC). Arranges for system licenses, develops, documents, and implements administrative standards, procedures, processes and templates. Reviews departmental records retention schedules, develops, updates and communicates departmental policies and procedures regarding document retention

• Provides guidance to and oversees updating of orientation package for all new TS staff; oversees staff orientations for the department, including departmental safety and security orientations

• Leads the continued development, refinement and sustainment of TS records and ensuring adherence to city-wide and departmental records management policies. Workflow improvements, and recommending staff training on accessing and filing records,

• Develops, interprets and communicates departmental methods and procedures

• Responsible for preparation and distribution process of internal staff departmental announcements and other relevant communications as required.

• Oversees department-wide adherence to new human resource, and time processes and practices such as time entry, performance management.

• Manages TS travel and training budget by overseeing and coordinating training requests approvals. Develop and communicate TS training policies and procedures to staff.

• Administer and manage the TS learning platforms and accounts (Gartner and Udemy). Work closely with training vendors to ensure course catalogues align with TS staff training needs.

• Leads the content creation and maintenance of TS’s SharePoint site and TLT organizational charts

• Represent TS at the Equity Council. Leads and coordinate JEDI initiatives within TS

• Coordinates and support TS staff events and other team building activities/events.

• Coordinates regular TS managers and all staff meetings.Prioritizing and tracking agenda and follow-up actions.

• Oversees the coordination of large departmental meetings and logistics (e.g. scheduling attendees, room procurement, equipment, food/refreshments and minute taking/compiling/distribution) with a wide variety of senior level employees, agencies, other levels of government and members of the public.

• Represents the department on various committees and develops associated administrative procedures that flow from committees work.

• Creates and assign personnel files for TS staff

• Ensures implementation of all corporate health and safety policies and procedures, including regular safety inspections at all locations, fire drills. Resolution of any issues identified and appropriate communication of all health and safety communications.

• Coordinates and manages the regular Technology Managers Meeting, All staff meetings, prioritizing and tracking agenda and follow-up actions.

Executive Support

• Completes a broad variety of administrative tasks for the Chief Technology Officer, including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging itineraries and agendas; and compiing documents for various meetings.

• Proactively creates and maintains effective workflow and communications to accomplish the work of the CTO, which includes the handling of a variety of projects and tasks simultaneously.

• Works closely and effecively with the CTO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense of for the issues taking place in the environment and keeping the CTO updated.

• Communicates directly, and on behalf of the CTO, with staff of all levels across the City, community members and other stakeholders on matters related to the department’s work and the CTO’s activities. Responds to phone, e-mail and in person enquiries - providing information and referring enquiries to appropriate sources based on a broad knowledge of the CTO’s priorities, procedures and protocol.

• Provides a bridge for smooth communications between the CTO’s office and internal departments, demonstrating leadership to maintain credibility, trust and support of senior management staff.

• Tracks and follows-up on correspondence and other types of inquiries ensuring that responses to requests for information are completed in a timely manner.

• Drafts and proofreads correspondence, agendas, and minutes on behalf of the CTO and ensures appropriate protocols and templates are implemented.

• Maintains the image of the CTO office by ensuring that all correspondence prepared for the office adheres to a consistent and professional standard as identified by the incumbent.

• Makes decisions in the absence of the CTO such as determining if an issue needs to be escalated, needs to wait for the CTO or can be dealt with by another Director or Manager and monitors the issue as it progresses, reporting back to the CTO.

• Supports the CTO and Technology leadership team on special initiatives (e.g. Flexible Work Program, Workforce planning, Workshops etc.)

• Track performance reviews and work closely with TLT and HR to ensure that all performance reviews and plans are completed accurately and timely.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CTO, including those of a sensitive and confidential nature. Recommends appropriate course of action, referral, or response.

• Provides support to various committees which the CTO may Chair by typing and distributing minutes, preparing agenda packages, arranging meeting dates/times/rooms.

• Manages a variety of special administrative projects for the CTO, many of which many have organizational impact.

• Provide high-level administrative support to TS directors by scheduling complex meetings, responding to internal/external inquiries. Complete event/conference registration and arrange travel itineraries.

• Assists TLT in the preparation of sensitive/confidential personnel materials such as offer of employment letters, performance management communication, and termination letters, and provides direction to administrative procedures.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful competition, often with deadline pressures.

• 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, minutes, and reports

• Ability to exercise substantial discretion and deal with highly sensitive and confidential information

• A high level of sensitivity when interacting with the department’s clientele and staff.

• Ability to multi-task, organize and prioritize work, work under pressure with constant interruptions

• Ability to develop, recommend and implement new work methods and procedures

• 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 research and analyze a variety of related data and issues

• Ability to use a multitude of office equipment

• Advanced level of experience with MS Word, Excel, PowerPoint, and Outlook. Experience with SharePoint and ERP systems like SAP is an asset.

• Ability to be flexible in terms of hours of work

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: IT, Digital Strategy & 311 (1070)

Affiliation: Exempt

Employment Type: Regular Full Time

Position Start Date: October, 2025

Salary Information: Pay Grade RNG-050: $70,499 to $88,129 per annum

Application Close: September 10, 2025

At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous peoples, people of colour, 2SLGBTQ+ persons including all genders and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.Learn more about our commitment to diversity and inclusion.

Apply now

Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date.

In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx. 5-10 minutes. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a summary of skills and experience related to the position.