MINIMUM QUALIFICATION REQUIREMENTS

Education and Experience:

• Diploma or an equivalent combination of education, training and experience
• Expertise in using MS Outlook, MS suite of tools including Word, Excel, PowerPoint
• Minimum of 3 years’ experience as an Executive Assistant or Executive Administrator supporting senior level management required

Knowledge, Skills and Abilities:

• Possesses the ability to prioritize and make independent judgment and action
• Excellent writing skills
• Ability to multi-task, to be adaptive and flexible in a fast-paced and changing environment and to cope with the demands of the situation and the needs of the department
• Ability to understand and follow oral and written instructions
• Ability to communicate with others in a warm and helpful manner while simultaneously building credibility and rapport
• Ability to perform thorough, complete and accurate work
• Ability to handle confidential and sensitive matters
• Ability to work independently without supervision, take initiative and be proactive

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: Finance & Supply Chain Mgmt (1150)
Affiliation: Exempt
Employment Type: Regular Full Time
Position Start Date: September, 2025
Salary Information: Pay Grade RNG-030: $58,270 to $72,827 per annum

MAIN PURPOSE AND FUNCTION

The Financial Planning & Analysis Assistant is responsible for an extensive range of administrative services supporting the Director of Financial Planning & Analysis as well as administrative activities in support of the overall business unit.

SPECIFIC DUTIES/RESPONSIBILITIES

• Handles the complex calendar of the FP&A Director and the Business Unit FP&A Director, scheduling and prioritizing meetings to ensure optimal use of time
• Supports the FP&A Director in creating clear, impactful communications, including PPT presentations, reports and draft emails
• Coordinate leadership, all-staff, and other major meetings, arranging logistics for the venue, securing agenda items, presentation slides, scheduling presenters, following up on action items
• Scheduling of high priority Finance review meetings related to Quarterly reviews, Budget & Service Plan reviews, including Finance Committee meetings and Council budget review meetings, working with CFO Executive Assistant
• Prepares materials for the FP&A Director in advance of the Council, Bid Committee, leadership, all-hands and other meetings.
• Monitors Council Report concurrences & CMM approvals, assigning to staff if required
• Informs FP&A Directors and managers of urgent issues that will require their immediate attention
• Coordinates travel and training submissions for FP&A staff and provides to Director for review and approval
• Reviews and reconciles online purchasing cards statements for the department and coordinates the review of purchasing cards by the Director
• Create shopping carts, and purchase orders, initiates payment of invoices
• Processes reimbursements of expenses for the FP&A Directors and team
• Vacation and attendance tracking for FP&A team
• Responsible for monitoring time entry for FP&A and following up on any time entry issues with the responsible managers and/or payroll
• Coordinates approvals for SAP access requests
• Initiates e-SAFs and e-CAFs for FP&A staff; drafts Job Requisitions as necessary and follows through the approval process and coordinates posting with human resources staff, drafts offer letters using existing templates
• Assists in the orientation and onboarding of new staff; handles new employee setup including equipment, IT and telecom requests, security and new employee forms
• General admin support: org chart updates, Quickfind updates, course registrations, supply orders, working with IT regarding equipment issues, updating email distribution lists
• Safety duties and organizing safety orientation and tracking for new employees
• Backup for CFO Executive Assistant during absences
• Participate in FRS Admin Team activities and projects
• Other duties as assigned