Executive Assistant to the Fire ChiefRequisition ID: 46406 OrganizationVancouver 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 FunctionThe 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 and Responsibilities Proactively creates and maintains effective workflow and communications to accomplish the work of the Fire Chief through handling of a variety of projects and tasks simultaneously. Manages the Fire Chief?s calendars and schedules.  Works with multiple, competing and changing priorities to organize appointments and proactively resolving conflicts to ensure optimal use of Fire Chief?s time. Maintains the image of the office by ensuring that all correspondence prepared for the office adheres to a consistent and professional standard.  Provides support to Directors, as required. Manages the flow of incoming and outgoing inquiries to the Fire Chief?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 Fire Chief 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, FIRE CHIEF 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. Submits appropriate human resource action forms for new hires, changes and terminations. Coordinates implementation of new organizational systems and processes to improve efficiencies on behalf of the department. Approves expenses and review departmental costs. Performs project work and prepare a variety of reports and documents for the Director and senior staff. Other duties/responsibilities as assigned.QualificationsEducation 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 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 agreemen