Job Summary

This position provides professional, confidential and administrative executive coordinator support to the Directors and the senior staff of the Department, in addition to supervising administrative staff.

Duties & Responsibilities

• Provides administrative and executive support to the Director.
• Supervises Division administrative staff to ensure consistent and efficient delivery of administrative services for the Department.
• Coordinates all administrative aspects of the Directors, including scheduling appointments and meetings, filing, processing mail and e-mail and task assignment tracking.
• Formats, edits and coordinates the submission of all public and in-camera Division reports prepared for the General Manager to City Council and its standing Committees so they comply with corporate standards.
• Oversees the records management system to ensure that document filing complies with the corporate standard.
• Prepares, edits and circulates a variety of correspondence, including those of a confidential nature, on behalf of the Directors and senior staff.
• Prepares information for the Directors involving matters pertaining to labour relations and discipline.
• Prepares and distributes agendas and materials for designated management and committee meetings that the Directors chair or initiate. Takes minutes and provides administrative support pertaining to senior staff meetings or meetings of a confidential nature.
• Coordinates preparation, distribution and completion of the annual performance assessments of management and supervisory staff within the Division.
• Researches and assembles information pertaining to enquiries or questions initiated by the Director.
• Directs the development of internal and external correspondence or communications such as newsletters, annual reports, business plans, brochures, work plans, and Consumer Service reports so that they comply with Corporate Standards.
• Receives, screens and expedites telephone, written and in-person enquiries and determines appropriate action.
• Plans and coordinates special events for the Division.
• Performs other related duties as assigned.

Qualifications

Education, Training and Experience Requirements

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

Knowledge, Abilities and Skills

• Ability to communicate effectively orally and in writing.
• Ability to research, compile and coordinate information with a high degree of accuracy and efficiency.
• Ability to deal with sensitive information in a confidential manner.
• Ability to develop and maintain effective working relationships with civic employees and the public.
• Ability to deal courteously and tactfully with the public and other civic employees.
• Skill in the use of a computer with Microsoft Office software.