Job Summary

This position provides professional, confidential and administrative executive coordinator support to the Director and senior staff of the Division.  Supervises the administrative staff to ensure consistent and efficient delivery of administrative services for the Division.

Duties & Responsibilities

• Provides executive administrative support to the Director and senior staff of the Division. 
• Supervises Division administrative staff to ensure consistent and efficient delivery of administrative services to support all program responsibilities of the division.
• Coordinates all administrative aspects of the Director’s office, including scheduling appointments, meetings and booking travel arrangements. Arranges and schedules appointments and meetings for the senior staff.
• Formats, edits and coordinates the submission of all public and in-camera Division reports prepared for the General Manager, City Council and its Standing Policy Committees.
• Prepares, edits and circulates a variety of correspondence, including those of a confidential nature, on behalf of the Director, senior, and supervisory staff. 
• Prepares agendas and minutes for weekly senior staff meetings. Coordinates meetings and takes accurate meeting minutes as required.
• Oversees the Records Management System to ensure that document filing complies with the corporate standard.
• Assists the Health and Safety Superintendent with the administration of the Safety Management System.
• Coordinates registration to conferences, workshops, and training sessions for all Division staff and arranges travel plans.
• Oversees the processing of internal and external correspondence so that it complies with corporate standards.
• Plans and coordinates special events for the Division, including assisting with the administration of hosting national and international meetings, conferences, and workshops. 
• Receives, screens and expedites email, telephone calls, written and in-person enquiries and determines appropriate action.
• Performs other related duties as assigned.

Qualifications

Education, Training and Experience Requirements

• Grade 12 education.
• Graduation from a business college.
• Typing speed of 55 w.p.m.
• Four to six years’ related senior secretarial and administrative experience.

Knowledge, Abilities and Skills

• Demonstrated ability in supervising staff.
• Ability to deal with sensitive information in a confidential manner.
• Ability to compile and coordinate information to compose correspondence and reports.
• Ability to establish and maintain effective working relationships with the public and other civic employees.
• Ability to work with minimal supervision.
• Skill in the operation of office equipment including a computer with  Microsoft Office suite, spreadsheet, database and Health & Safety software