Executive Assistant

2 weeks ago

Medicine Hat AB, Canada City of Medicine Ha Full time

Join Our Team as an Executive Assistant

Permanent, Full Time

We are excited to offer an opportunity for a seasoned Executive Assistant to join our Executive Services Team in a permanent role. As a key member of the team, you will play a pivotal part in supporting our corporation by ensuring the smooth and efficient execution of all business processes.

As the first point of contact, you will interact with a diverse range of stakeholders, including senior administration, elected officials, external agencies, internal staff, and the public. Excellent communication and interpersonal skills will be essential in fostering strong working relationships and facilitating seamless collaboration.

In this dynamic role, you will take on a variety of responsibilities that require adaptive knowledge and the practical application of City policies and procedures. You will handle complex scheduling, coordinate meetings and events, prepare reports, and assist with budget management. The ability to anticipate needs and proactively address issues will be crucial in maintaining an efficient and productive work environment.

Your contributions will be integral to the success and efficiency of the Executive Services team, as you support various projects and initiatives aimed at enhancing our community.

Your Key Responsibilities:

  • Oversees all aspects of the Managing Director's office, including internal and external communication, scheduling and ensuring the office runs efficiently in a fast-paced environment.
  • Manage, attend, and facilitate City Council Standing Committee meetings, as well as other key meetings, retreats, and off-site sessions. Prepare agendas, minutes, presentation materials, and handle meeting logistics and follow-up actions.
  • Compile, edit, and process detailed briefing materials, reports, letters, and other documentation for the Managing Director, elected officials, and other parties as needed.
  • Ensure timely follow-up on internal and external matters within the division, including responding to public inquiries.
  • Oversee and monitor the Managing Director's annual operating budget, providing insight on budget trends and ensuring alignment with financial goals.
  • Process and manage financial documents, transactions and addressing any discrepancies. This includes handling weekly attendance reports, monthly purchasing card reconciliations, monthly budget reconciliations, travel arrangements, and expense claims.
  • Acts as a trusted advisor on administrative policies and procedures within the City of Medicine Hat, developing division-specific guidelines, forms, reports, and training for divisional support staff to ensure compliance.
  • Actively participate in the Executive Services Team, sharing information and assisting with team coverage as needed.
  • Maintain an up-to-date electronic filing system for easy document retrieval, adhering to the City's Records Management Policy.

What You Bring:

  • Strong interpersonal skills for effective collaboration across various teams and departments.
  • Leadership qualities to mentor and guide administrative support staff within the division.
  • Exceptional written and verbal communication skills with meticulous attention to detail.
  • Proven organizational abilities with the capacity to handle multiple tasks within tight deadlines.
  • Confidence in making independent decisions and problem-solving with minimal supervision.
  • Proficiency in Microsoft Office Suite and other productivity software, as well as knowledge of ERP systems.
  • Commitment to health, safety, and environmental standards.
  • Understanding of municipal government and the City's organizational structure, goals, values, and policies is considered an asset.

Qualifications:

  • Completion of a two (2) year diploma in Business Administration or Administrative Office Management from a recognized post-secondary institution.
  • At least five (5) years of experience in a senior administrative role, demonstrating expertise in coordinating complex administrative processes, providing top-notch customer service, and utilizing standard office technology.
  • A minimum of two (2) years' experience supervising or leading other administrative support staff.
  • An equivalent combination of management approved training and education may be considered.

Why join us?

  • Make a difference: Contribute to the growth and development of our employees, fostering a culture of continuous learning and professional advancement.
  • Collaborative environment: Work alongside passionate professionals dedicated to achieving excellence and driving positive change within the organization.
  • Career growth opportunities: Access to ongoing training, development programs and advancement opportunities to support your professional growth and career aspirations.
  • Competitive benefits package: Enjoy a comprehensive benefits package including competitive base salary, health, dental, retirement plans and more.
  • Relocation available for those looking to relocate to Medicine Hat.

We thank all applicants; however only those selected for an interview will be contacted.

#LI-JR1#bright ideas

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