Temporary - CAO - Executive Assistant to the CAO and Mayor

Temporary - CAO - Executive Assistant to the CAO and Mayor

Friday, November 1, 2024

Position: Temporary Executive Assistant to the CAO and the Mayor (for up to 12 months)

Salary: Grade 6, Non Union ($74,529 to $87,189)

Reports to: Chief Administrative Officer

NOTE, this posting closes end of day Friday, November 15, 2024.

Purpose of Position:

The Executive Assistant to the Chief Administrative Officer, Mayor and individual members of Council performs executive administrative, research, implementation support and coordination for the CAO’s office. The Executive Assistant maintains and prepares confidential records and correspondence, undertakes research and the coordination of special projects, prepares briefing notes, schedules meetings and organizes presentations.

The position requires a high level of confidentiality, sound judgment, tact, diplomacy, an understanding of the organization’s strategic priorities and the ability to thrive in a fast-paced environment. Considerable independence of action and judgement is required when providing administrative support and when dealing with officials, department heads, employees and the general public.

Qualifications & Experience:

• 3 year university in areas such as business administration, public administration, communications or executive administrative assistant program.
• 4 years of experience at a senior professional support level or an equivalent combination of education and experience in related areas may be considered.
• Experience must include handling and maintaining confidentiality when handling sensitive information.
• Experience must include with application of office administration procedures such as planning and organizing meetings, calendar management and travel requests.
• Experience in municipal office environment is preferred.

Knowledge & Skills:

• Proficiency in Microsoft Office 365 applications including MS Forms, and MS Teams, experience with Visio and Whiteboard is an asset;
• Effective oral and written communications skills
• Excellent customer service skills preferably in a public service or municipal environment.
• Strong analytical, problem solving, decision making, research, minute taking typing/formatting skills.
• Strong time-management and organizational skills with a keen sense for accuracy and attention to detail.
• Familiar with municipal legislation and general business practices and protocol.
• Understanding of project management processes and activities
• Ability to prepare reports, correspondence, presentation material and Council reports;

Major Responsibilities:

• Coordinate the CAO's calendar by determining priorities and urgent situations under the direction of the CAO, scheduling meetings or time, and making changes and adjustments.
• Coordinate the Mayor’s calendar by determining priorities and urgent situations, scheduling meetings or time, and making changes and adjustments.
• Screen incoming phone calls and visitors to determine the nature and priority of the inquiry or request, including media requests.
• Provide a bridge for smooth communication between the CAO and Corporate Leadership Team, demonstrating leadership to maintain credibility, trust, and support with the Corporate Leadership Team. Maintain accessibility and availability of CAO’s schedule i.e. gatekeeper
• Identify emerging issues for the CAO and, determines their urgency/priority, gathers and compiles background information.
• Respond to inquiries and queries concerning municipal matters and procedures.
• Prioritize and redirect requests to appropriate departments or individuals within the organization, ensuring efficient resolution and timely responses.
• Arrange meetings and events with a variety of participants and coordinate the logistics and manage schedules.
• Monitor, track goal progress and update the Strategic Plan as required. Supporting the development of long-term organizational strategy. • Assist in works that will further the progress of the Strategic Plan and monitor the execution of the Strategic Initiatives.
• Facilitate the preparation of materials for meetings, such as reports and background/briefing materials.
• Prepare Corporate Leadership Team meeting agendas and minutes as well as other leadership meeting agendas and minutes.
• Coordinate all aspects of internal and external meetings for CAO, Mayor, Council and Corporate Leaders, including logistics, agenda preparation, attendance tracking, meeting materials, and minute-taking.
• Compose or prepare routine and non-routine correspondence, based on information or notes provided, for the approval and signature by the CAO.
• Coordinate and book events on behalf of CAO, Corporate Leaders and Council and add all details to individual calendars.
• Proofread and/or edit various forms of draft correspondence including letters, memos and reports, media releases and other communications.
• Prepare reports indicating related activities and progress towards goals and objectives.
• Update CAO and Capital Project Tracking Assignments in consultation with the Corporate Leaders.
• Support the CAO in various special projects, research initiatives, and ad hoc assignments.
• Conduct background research, compile data, and present findings/recommendations in a clear and concise manner.
• Make travel arrangements and completes all related travel authorizations and expense reimbursements on behalf of the CAO, Mayor and individual members of council.
• Develop and maintain a tracking system to ensure correspondence, submissions, etc., are completed within critical timelines.
• Prepare briefing materials, presentations, and reports to support decision-making and communication with internal and external stakeholders.
• Draft letters, emails and correspondence on behalf of the CAO, Mayor and Corporate Leadership Team.
• Perform other related work as required

Decision Making and Judgement:

• Under the general direction of the CAO, makes independent decisions on work method and procedures.
• Ability to apply sound judgement in decision-making and professionalism when dealing with sensitive situations.
• Demonstrating tact and discretion in handling matters of a confidential or politically sensitive nature and to maintain confidentiality.
• Filter incoming messages, prioritizes requests, and decide which ones require the CAO's attention.
• Responsible for planning and managing and prioritizing of assigned tasks for own position.
• Acts as the main point of contact for individuals within the CAO Office seeking access to the CAO.
• Assess incoming requests, inquiries, and issues to determine their urgency and importance
• Provide administrative support for drafting and monitoring of the CAO budget
• Monitor financial variances as part of the monthly or quarterly review, monitor and control budgets in conjunction with Finance
• Develop, implement and manage the CAO, Council and Committees of Council Budget Centres.
• Oversee the CAO/Council budget including all annual operating and capital budgets for all CAO/Council related functions
• Performing reconciliation of corporate credit card statements on a regular basis

Internal:

• Establish and maintain a good working relationship with staff, Mayor and Council Members

External:

• Correspond with associations, other government agencies, Provincial and Federal Ministries, other municipalities, the general public and community stakeholders.
• Maintain relationships with internal staff, external stakeholders, and individuals who interact with the CAO's office. Ensure professional and courteous communication, manage expectations, and represent the CAO in a positive and professional manner.

Physical Effort:

• Sitting, standing, walking, stairs
• Keyboarding
• Occasional lifting up to 10 kg.

Working Conditions:

• Work within an office environment.
• Subject to adverse behavior when communication with the general public and others.
• Some lifting of supplies and filing boxes.
• Position requires long hours of concentration, mostly on the computer.

Some travel is required.

Control over Work Schedule

• Position is based on a 35 hour work week.
• Work is subject to deadlines and may be required to work additional hours to handle workload.