Summary of Duties:

Reporting to individual Councillors, and to the Manager, Legislative Services for administrative purposes, the Executive Assistant, Councillors’ Office co-ordinates the operation of the Councillors’ Office, including the provision of a variety of confidential administrative duties for the Councillors.

Work Performed:

• Assign and supervise the work of administrative support staff and ensure effective and efficient operation of the Councillors’ Office.

• Complete confidential and administrative functions for the Councillors as required.

• Assess incoming correspondence in conjunction with administrative staff; provide initial response or draft responses to routine inquiries and refer balance to Council Member, various levels of the civic administration, or to the appropriate external agency.

• Research, draft, review, and edit correspondence, documents and reports for the Councillors as required.

• Ensure the development and maintenance of tracking and follow-up systems for the Councillors’ Office regarding outstanding matters, reports and projects to ensure deadlines are met.

• Liaise with community groups, external agencies and senior levels of administration within and outside the Corporation for the purpose of requesting or exchanging information and data.

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• Maintain the filing system for the Councillors’ Office.

• Coordinate the Councillors’ appointments, meetings, public engagements and travel arrangements.

• Maintain and process accounts for the Councillors’ Office, and forward to the City Clerk’s Office for completion.

• Assist with the monitoring of the Councillors’ Office budget.

• Perform related duties as assigned.

Qualifications:

• Completion of a two-year Community College Diploma in Office Administration - Executive or equivalent.
• Five (5) years of related senior municipal office administration experience with sound knowledge of organizational structure and political framework.

Skills and Abilities:

• Demonstrated keyboarding skills at 60 w.p.m.
• Demonstrated customer service focus and ability to prioritize and perform duties with tact, diplomacy and confidentiality.
• Advanced ability to use Microsoft Suite (Word, Excel, PowerPoint) and other relevant software applications.
• Strong research, analysis, interpersonal, organizational, problem-solving and communication skills.

Compensation & Other Information:

$66, 961 - $87, 149

This posting is for 1 temporary, full-time, up to two-year position.

Current hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m. 

Work Arrangement: 100% On-site. 

These hours of work and work arrangement are subject to change in accordance to business requirements.

Police Record Check

The successful candidate will be required to complete a Criminal Record Check.