Job Summary

This position provides professional and confidential senior administrative support services for City Councillors.

Duties & Responsibilities

• Performs a wide range of senior administrative and confidential support services, as well as projects or assignments for City Councillors.
• As required, receives and determines nature and priority of enquiries received in person and manages change in a fast paced environment by mail/ email and by telephone; composes and issues responses.
• Manages, organizes and coordinates meetings, emails, appointments and schedules as well as arranges travel and accommodation details.  
• Processes all incoming mail and takes appropriate action, or redirects to appropriate individuals.
• Acts as a principal contact between various groups and City Councillors.
• Coordinates and maintains an effective and efficient file system.
• Manages and monitors the office operating budget and Councillors communications allowances. 
• Prepares appropriate and pertinent background and information for briefing purposes for meetings and events. Conducts general research to support Councillor requests for information and summarizes information into various report formats as required.
• Liaises with City Administration, community and external organizations, and various levels of government to gather and provide information representative of Councillor direction.
• Provides other general administrative duties such as general technology support, editing/formatting documents and processing expense claims.
• Performs other related duties as assigned.

Qualifications

• Degree in Public or Business Administration or related discipline with a minimum of two years’ progressively responsible related experience OR graduation from a recognized business college in business administration or a related field with four to six years progressively responsible related experience.
• Thorough knowledge of the administration and organization of municipal government and the operation and relationships of City Council and its boards and committees.
• Excellent verbal communication skills including the ability to deal with the public in a professional and courteous manner.
• Excellent written communication skills ensuring accuracy in spelling, grammar and punctuation.
• Excellent computer proficiency using Microsoft Office Suite and Adobe Acrobat, including database and calendar management proficiency.
• Demonstrated strong organizational and multi-tasking skills, including the ability to handle large volumes of work and sensitive timelines.
• Demonstrated ability to conduct research on topics as needed and provide summary reports.
• Demonstrated ability to handle and work with confidential information.
• Demonstrated initiative, resourcefulness and the ability to work independently within established policies and procedures.