Job Summary

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

Duties & Responsibilities

• Provides executive administrative support to the Director and Division. Acts as the Director's representative on various work teams/committees.
• Supervises Division administrative staff to ensure consistent and efficient delivery of administrative services.
• Coordinates all administrative aspects of the Director’s office including scheduling appointments, meetings, filing, processing mail, procurement submissions and invoice tracking, and email and task assignment
• Formats, edits and coordinates the submission of all public and in-camera Division documents and reports prepared for the corporate Knowledge Base,
• Quality Management System, General Manager, City Council and Standing Policy Committees so they comply with corporate standards.
• Prepares, edits and circulates a variety of correspondence, including those of a confidential nature, on behalf of the Director and senior staff.
• Prepares and distributes agendas and materials for designated management and committee meetings.  Records meeting minutes and provides administrative support for meetings of a confidential nature.
• Coordinates preparation, distribution and completion of the annual performance assessments of all staff in the Division.
• Monitors the Records Management Process to ensure that document filing complies with the corporate standard.
• Coordinate the development of internal and external correspondence and communications such as intranet, Division SharePoint team site, newsletters, annual reports, business plans, brochures, work plans and other reports so that they comply with corporate standards
• Reviews, screens and expedites telephone, written and in-person enquiries and determines appropriate action.
• Plans and coordinates special events for the division.
• Performs duties of the other administration staff, as required.
• 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.
• Demonstrated ability in supervising staff.

Knowledge, Abilities and Skills

• 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 use of a computer with Microsoft Office 365 applications, including SharePoint.