Administrative Assistant – Economic Development

Administrative Assistant Economic Development

Competition Number: 26/74

Posting Scope: Internal / External

Posted Date: April 7 2026

Closing Date: April:30 PM PST

Department: Business & Community Relations

Work schedule: Monday to Friday (35 hour work week) Continuous (Full-Time)

Salary: $40.13per hour Pay Grade 9 (under review)

Job Code: 4481

Employee Group: This is a CUPE Local 50 position

Number of Vacancies: 1

POSITION FUNCTION

Reporting to the Assistant Director of Business & Community Relations the Administrative Assistant Economic Development provides administrative reception and clerical support the Economic Development division. The role supports the day-to-day operations of the division by coordinating information responding to inquiries and completing administrative processes in accordance with established procedures.

KEY DUTIES

• Acts as the initial point of contact for the Economic Development division and Business Hub by responding to general inquiries including those related to business licencing and other related business processes from the public internal departments and external stakeholders.
• Provides administrative support including responding to email and telephone inquiries preparing correspondence recording meeting minutes creating documents and reports and completing forms.
• Prepares and distributes meeting materials by compiling information assembling documentation and circulating agendas and supporting documents as required.
• Coordinate Business Hub information sessions and other Economic Development events and activities including arranging room set-ups audio-visual requirements catering and tracking participants.
• Coordinates facility bookings and scheduling requests by liaising with internal departments external user groups and facility tenants to facilitate bookings update changes and process cancellations.
• Assist with financial administrative processes including preparing invoices purchase orders journal vouchers cheque requisitions; reconciles purchasing card statements and tracks payments in accordance with established procedures.
• Process payroll-related administrative tasks including time entry and maintains associated records in accordance with established processes.
• Orders and maintains office supplies and coordinates routine office requirements including arranging for equipment maintenance and service as required.
• Coordinates travel and accommodation arrangements as requested.
• Maintain and updates a variety of departmental files and records using applicable software systems.

Perform related duties where qualified.

INDEPENDENCE

• Work is assigned by supervisor and is performed according to established policy and procedure.
• Issues such as deviations from established procedures are referred to supervisor.

WORKING CONDITIONS

Physical Effort:

• Sit with arms unsupported while keyboarding. (often)

Mental Effort:

• Short periods of intense concentration while performing administrative functions. (often)
• Deal with complaints and negative comments. (occasional)
• Meet multiple deadlines. (often)

Visual/Auditory Effort:

• Focus on a variety of source data and computer for short periods. (often)

Work Environment:

• Office.

KEY SKILLS AND ABILITIES

• Ability to organize prioritize and complete work within established timelines.
• Ability to perform a variety of tasks in a fast-paced environment while maintaining a accuracy and attention to detail.
• Ability to communicate effectively with the public staff and external stakeholders in a courteous and tactful manner.
• Advanced knowledge of and experience with word processing spreadsheet and database software and email and scheduler functions.
• Ability to maintain accurate records and perform basic financial administrative tasks including cash handling and reconciliation.
• Ability to establish and maintain effective working relationships with staff the public and external agencies.

QUALIFICATIONS

Formal Education Training and Occupational Certification:

• High school graduation.
• Accredited courses in office administration. (6 months)

Experience:

• 2 years of related experience or an equivalent combination of education and experience.
• Experience in licensing permitting and other business regulatory policies and processes in a municipal or provincial context is considered an asset.

OTHER:

May be requested to substitute in a more senior position.

To apply for this opportunity youwill need to create an online profile or log back into our career portal at - only online submissions will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications as outlined in your resume.

The City of Victoria is committed to integrating equity diversity inclusion and accessibility into our programs policies spaces and services. Our goal is to cultivate a diverse and inclusive workforce that reflects the community we serve and aim to become. Individuals who are Indigenous racialized immigrants persons with disabilities 2SLGBTQIA or facing any additional barriers are encouraged to apply. Accommodations will be available upon request throughout the application and selection process.

If you require assistance please email us at .