Join Our Team!

The Community Services Division is looking for an Executive Assistant!

This position provides a high standard and professional level of confidential administrative and executive secretarial support to the General Manager and the management team of the division.

The Work You Will Be Involved In:

• Provides confidential administrative and executive secretarial support to the General Manager and the related management team.
• Coordinates all administrative aspects of the General Manager’s office, including scheduling appointments, processing mail and other documentation, maintaining the corporate filing system, requisition payments for all office expenses, and arranging meetings and travel details.
• Researches, assembles, proofreads and edits reports and correspondence pertaining to City Council and Committees of Council. Provides guidance to report writers and Management Team, ensuring corporate standards and governance structure are met and adhered to.
• Receives, monitors and coordinates appropriate action for responses to Councillor and senior administrative leader inquiries.
• Receives, screens and expedites telephone, written and in-person inquiries from the public and internal staff and determine appropriate action, following up to ensure all inquiries have been addressed.
• Provides supervision, support and direction to division administrative staff to ensure consistent and efficient delivery of administrative services while ensuring corporate standards are met.
• Prepares, edits and circulates a variety of correspondence, including labour relations, disciplinary and other confidential matters on behalf of the General Manager and the Division’s management team.
• Prepares and distributes agendas and materials for all meetings. Records, prepares, and distributes minutes for Department and other specifically assigned committee meetings.
• Prepares, coordinates and maintains the bring-forward master list for inquiries and action requests from City Council and Committees of Council.
• Plans, organizes, coordinates and monitors special projects, programs or events.
• Performs other related duties as assigned.

What We Are Looking For:

• Grade 12 education.
• Graduation from a recognized business college.
• Typing speed of 55 w.p.m.
• Four to six years’ related experience at a senior administrative/secretarial level.
• Demonstrated initiative, resourcefulness, and strong organizational skills.
• Demonstrated knowledge of board governance, committee structures, or municipal/provincial government procedures.
• Ability to communicate effectively, orally, and in writing, including the facilitation and presentation of information.
• Ability to deal with sensitive information in a confidential manner.
• Ability to multi-task and prioritize duties and responsibilities in a fast-paced environment with multiple deadlines.
• Ability to research, analyze, interpret, compile, and coordinate information to create correspondence and reports with a high degree of accuracy and efficiency.
• Ability to establish and maintain effective working relationships with other civic employees and elected officials.
• Ability to deal courteously and tactfully with the public, elected officials, Division staff, and other civic employees.
• Ability to work with minimal supervision.
• Ability to lead or assist in planning of special projects, events or planning sessions.
• Advanced skill in the operation of office equipment, including the current Microsoft Office suite.

Competencies

Apply With Us:

If you are interested in the Executive Assistant position, but don't have all these qualifications - apply anyway. All applicants will be considered with an emphasis on relevant experience, education, and applicable skills.