Manager Administrative Services

Requisition ID: 47055

Organization

Vancouver is consistently ranked as one of the world’s most liveable and environmentally sustainable cities. Recognized among BC’s Top Employers and Canada’s Greenest Employers, the City of Vancouver is seeking colleagues who can help advance our core commitments to exceptional public service, sustainability, equity, and an outstanding quality of life for all residents.

With a strong commitment to being a City of Reconciliation, we invite you to join our dedicated team and become part of an innovative, inclusive, and engaging workplace. A career with the City of Vancouver and within the broader public service, offers meaningful work where you play a key role in ensuring equitable access to services, upholding ethical governance, and supporting the needs of citizens with integrity and dedication.

Main Purpose and Function
The Manager, Executive Administration is responsible for the administrative leadership and efficient operations of the Engineering General Manager's Office (GMO). Primary responsibilities of the position are managing the Executive Administration Team; coordinating the provision of administrative support for the Executive Leadership Team; and acting as a liaison between the GMO and other departments, staff and City Council.

The position, working with substantial independence and acting on behalf of the General Manager at times, is responsible for administrative strategy development and implementation, human resources issues, dealing with problems arising from day-to-day office operations, setting professional service standards, developing new methods for continuously improving services and processes, and ensuring the GMO is well positioned to perform business. The work encompasses an extensive range of complex and confidential support services, ensuring consistency in practice, and leading administrative projects.

Specific Duties/Responsibilities

• Leads an Executive Administration Team, including developing administrative strategies, policies and procedures that best support the GMO functions, align with departmental priorities, and reflect leading practice.
• Leads the Executive Administration Team support team by fostering collaboration and communication, managing recruitment, training, performance development, attendance, coaching and mentoring for performance, and resolving employee conflicts to create a positive working environment with clear expectations for staff.
• Assigns responsibilities to create a balanced workload, manages productivity, and ensures workload assignments are regularly reviewed, adjusted and progressed.
• Provides direction to the Executive Administration Team with regards to calendar management, meeting scheduling, workflow management, approvals, correspondence and emerging issues.
• Supports with logistics for larger meetings (e.g. scheduling attendees, room procurement, equipment, catering, agenda and minute creation/distribution) with a wide variety of senior level employees, agencies, other levels of government and members of the public.
• Manages the Executive and Senior Leadership Team meeting agendas. Creates and prioritizes the meeting schedules reflecting the strategic priorities; liaises with internal and external staff, coordinates meeting material distribution and takes note of administrative action items for follow up.
• Sets and maintains high service standards in an effort to increase office efficiency and identifies and initiates workflow and process improvements to create a culture of continuous improvement.
• Workflow and Issues Management agendas, meetings and critical management issues and communicates such matters to senior staff.
• Monitors all incoming issues and requests to the GMO, and develops and coordinates processes for handling Council reports, memos, enquiries, correspondence, motions and meetings.
• Ensures that responses to requests for information from the public, Mayor and Council, and other City departments are efficiently tracked and completed in a timely manner, within the service level agreements.
• Evaluates priority and urgency of incoming requests and decides which can be delegated to Division/Branch Heads or other departments in the organization for appropriate action.
• Liaises between the GMO, CMO, Mayor and Council and other departments ensuring an effective working relationship, prioritization of requests and identification of issues requiring action. Engineering, City Manager’s Office, City Clerk’s Office, Mayor and Council’s Office, Human Resources, Corporate Communications, Technology Services, senior managers and other City staff, and ensures an effective working relationship for information exchange purposes and issues management.
• Acts a resource and support for staff throughout the department, and resolves complex issues, communicating resolution with senior staff and members of the public.
• Project, HR and Records Management Leads and participates in interdepartmental project work including research, data compilation and analysis, report preparations and presentations.
• Responsible for preparation and distribution process of internal staff departmental announcements and other relevant communications as required.
• Researches various issues, programs or policies, and compiles information to provide high-level context to the GM and senior leadership that supports with decision-making.
• Develops and creates a variety of tools, templates and resource guides to ensure consistency and continuous process improvement within the department.
• Coordinates various Human Resource processes, including City Manager Minutes, Vacancy Management, recruitment prioritization, organizational structure updates, annual performance review and merit processes, onboarding, and supports with emerging HR initiatives.
• Oversees creation of SuccessFactors requisitions, EAAFs, eSAFs and eCAF, time entry and reporting, and on-boarding processes for Executive and Senior Leadership Teams and the Executive Administration Team
• Manages FOI requests and processes, and the storage of documents emails, phone calls and voicemails, in accordance with the City’s record management system.
• Authorizes the disposition and destruction of GMO records, approves and creates new VanRIMS classifications as the Departmental Records Officer (DRO).
• Designs, builds and maintains the Business Continuity Plan for the General Manager’s Office; works with Risk Management to conduct table-top business continuity exercises; plays a lead role in the GMO critical response team during a disruption.
• Other duties/responsibilities as assigned.

Minimum Position Requirements
Education and Experience:
• Diploma or Degree in Business Administration or a suitable combination of education training and experience.
• Five or more years progressively responsible office management experience, including managing staff or an equivalent combination of education, training and experience
• Preference for experience working in a municipal government context and/or highly complex, administrative support function or an equivalent combination of education, training and experience.

Knowledge, Skills and Abilities:
• Considerable knowledge of City's governance structure, City operations, policy, practices and procedures.
• Superior knowledge of office management practices and procedures, office productivity software and document management systems (e.g. MS Suite, VanDocs, SharePoint and SAP).
• Ability to lead the administrative work group supporting the Executive Leadership Team.
• Ability to multi-task, organize and prioritize work in a fast paced environment, while under pressure with constant interruptions and deliver/meet goals in a timely manner.
• Excellent independent judgement, well-developed problem solving skills, and progressive management skills to manage fast changing workloads and deliverables.
• Ability to create a vision with clear expectations for staff and provide leadership necessary to set performance goals and coach employees to achieve desired results.
• Excellent oral and written communication skills, including the ability to prepare business correspondence, presentations, and reports.
• Superior interpersonal skills, including excellent judgment, diplomacy and tact in conflict situations.
• Ability to exercise substantial discretion and deal with highly sensitive and confidential information in support of senior management and other sensitive areas of City business.
• Ability to build and maintain effective working relationships at all levels of the organization and to delegate to senior management, where appropriate.
• Superior analytical skills, with ability to research and analyze a variety of data and issues.
• Ability to take initiative and be proactive, and work independently and collaboratively in a team environment.
• Commitment to continuous improvement and to development and implementation of new administrative strategies.

Business Unit/Department: Engineering Services

Affiliation: Exempt

Employment Type: Temporary Full Time

Position Start Date: November, 2026

End Date: October 30, 2028

Salary Information: Pay Grade RNG-060: $80,008 to $100,006 per annum

Application Close: September 18, 2026

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.

The City of Vancouver acknowledges that it is situated on the unceded traditional territories of the xʷməθkʷəy̓əm (Musqueam Indian Band), Sḵwx̱wú7mesh Úxwumixw (Squamish Nation), and səlilwətaɬ (Tsleil-Waututh Nation).More about unceded traditional territories

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