Job Expired

This posting has expired and applications are no longer being received and this job does not show up on the main job list.

Administrative Assistant, Council Members

by City of London

Reference #: 665-en_US
Position Type: Any
Location: London, Ontario
Date Posted: Dec 01, 2023
City of London

Job Description

Summary of Duties:

Reporting to individual assigned Councillors, and to the Manager, Legislative Services for administrative purposes, the Administrative Assistant, Council Members provides general administrative support for the assigned Councillors, including those of a confidential and/or labour relations nature.

Work Performed:

  • Handle and prepare all manner of correspondence, reports, and requests including those of a confidential nature. Maintain follow-up on outstanding matters. Gather information and compile data in response to requests from the designated Councillor.
  • Take dictation, transcribe, type correspondence, reports, speeches, minutes, statements and other documents.  Draft routine correspondence, as required.
  • Format reports, take reports from draft to final stage, provide input and identify opportunities for researching and implementing improvements to report presentation.
  • Schedule appointments, arrange meetings and make necessary travel arrangements for the Councillors, as required.
  • Maintain a general working knowledge of Standing Committee and Council agendas, as well as minutes and processes.
  • Process accounts for all Councillors and issue monthly expense summaries.
  • Perform a variety of confidential administrative functions including:  process personnel and staff requisition forms for the Service Area; maintain records on staffing and personnel matters, prepare payroll records and submit changes, prepare and distribute agendas and minutes for all management meetings and prepare correspondence as required. 
  • Maintain and archive records, files, and office supplies.
  • Provide assistance throughout the Clerk’s Office. Provide coverage to other Administrative Assistants as required.
  • Coordinate, collect and compile data for presentations and project materials.
  • Undertake various special projects related to the area.
  • Receive telephone calls and visitors for the Councillors, providing an initial response or, where applicable, referring the customer to the appropriate internal or external contact.
  • Provide quality customer service by telephone, electronic mail and in person.  Engage in effective problem solving to respond to inquiries and complaints.
  • Liaise, on behalf of the Councillors, with municipal staff, various community groups, external agencies and other government representatives.
  • Maintain and update the area’s internal phone directory.
  • Use all standard office equipment.
  • Attend ward meetings and functions on occasion as required.
  • Demonstrate commitment to anti-racism, anti-oppression, and human rights through interactions with community partners, employees and individuals and promote programs and initiatives that reflect this commitment.
  • Demonstrate commitment and adherence to Health and Safety legislation and programs; actively promote a culture of safety.
  • Perform related duties as assigned.


  • Two-year Community College Diploma in Office Administration – Executive or equivalent.
  • Minimum three years of related senior administrative experience or an equivalent combination of education and related professional and lived community experience.
  • Experience in a municipal government environment an asset. 

Skills and Abilities:

  • Knowledge of municipal government systems is an asset.
  • Demonstrated customer service focus and ability to prioritize and perform duties with tact, diplomacy and confidentiality in a high-volume environment.
  • Excellent oral and written communication skills.
  • Ability to stay organized in an environment requiring management of several priorities.
  • Proficient in word processing (60 wpm), spreadsheet, internet and database applications. 
  • Advanced ability to use Microsoft Suite (Word, Excel, PowerPoint) and other relevant software applications.
  • Good judgement and the exercise of discretion when dealing with confidential matters.
  • Experience in a municipal government environment an asset.
  • Proven ability and initiative to work with minimal supervision and with the utmost discretion.

Compensation & Other Information:

$58,044 to $75,458

This position is being filled on a temporary basis for up to two (2) years.

As an inclusive employer, we are committed to providing a fully accessible recruitment process. Please contact us at any time during the recruitment process and let us know what accessible supports you may need.

Application Contact Information

Company Name:   City of London
Company Website:
Application URL: Click here to apply online