Executive Assistant

4 weeks ago

Kelowna BC, Canada City of Kelowna Full time
Please see Special Instructions for more details.

We offer progressive employment practices and a great work environment. This is an exempt position that offers a competitive salary and benefits package.

Posting Information

Posting Number

Posting Number CK53249P

Position Title

Position Title Executive Assistant

No. of Staff Required

No. of Staff Required 1

Position Type

Position Type FT

If Term position, enter length of Term in months

If Term position, enter length of Term in months N/A

Position Groups

Position Groups Management and Exempt

Division

Division City Manager (DV100)

Department

Department City Manager (DP100-1)

Branch

Branch City Manager (BR100-1)

Organizational Information

Purpose of your Position - Non Union

To provide confidential, administrative services to the Mayor, Council, City Manager and Senior Leadership Team including providing reception duties for the Executive Office. The position is a liaison between the public and elected officials and senior management to handle and/or redirect inquiries to staff, other agencies and government departments.

Classification Summary - Union

Duties - Union

Results and Activities - Non union

1. Provide administrative support

  • Co-ordinate the Mayor, City Manager and Senior Leadership Team’s calendar; schedule appointments, reservations and travel arrangements; assist with Councillors’ scheduling.
  • Monitor, respond to and distribute incoming communications including the Mayor, City Manager and Senior Leadership Team’s e-mail.
  • Receive and process letter mail to Mayor, Council, City Manager and Senior Leadership Team.
  • Organize meetings involving multiple internal and external senior executives. Liaise with other municipal, provincial and federal government offices as well as staff at all levels and interact with external clients.

2. Provide business communications
  • Conduct research, assemble and analyze data to prepare reports and documents.
  • Prepare and/or edit internal and external correspondence, communications, presentations and other documents; compose letters for Mayor, Council, City Manager and Senior Leadership Team.
  • Ensure the Mayor, Council, City Manager and Senior Leadership Team are prepared for all engagements with background information, materials and speaking points.

3. Office systems
  • Develop systems and processes for enhanced organization and efficiencies.
  • Purchase and maintain inventory of all office supplies and promotional supplies. Purchase and prepare appropriate gifts for dignitaries, VIPs and citizens.
  • Maintain paper and electronic record databases in accordance with FOI and eRIM guidelines. Maintain all paper and electronic files, bylaws, and policies for use by Mayor, Council and City Manager in keeping with the RIM and SharePoint systems.
  • Handle requisitions and receipt of goods for payment of invoices, MasterCard reconciliation for Mayor, Council, City Manager and Senior Leadership Team (spending authority of $1500).

4. Provide reception services for Mayor, City Manager and Executive Office.
  • Greet clients, visitors, general public and staff to the Executive Office.
  • Receive, screen and redirect all telephone calls and visitors; record, relay and direct messages/inquiries to staff.

5. Coordinate and collaborate with other Executive Assistant(s) and provide back-up for leaves and breaks.

Knowledge - Non Union

Office Administration Certificate or related education. Experience in executive office with knowledge of business and administrative procedures; proficient with Microsoft Office suite; customer service training; good understanding of government regulations and structure. Learned knowledge of City of Kelowna organization, procedures, systems, projects, staff, and history an asset.

Skills & Abilities - Non Union

Flexible in terms of hours of work and maintains confidentiality, diplomacy, tact at all times. Ability to multi-task in a fast-paced environment; able to work independently; excellent communication skills (oral and written); good organizational skills; adaptability; ability to learn quickly; good computer skills; ability to get along with a wide variety of people; politically astute; handles conflict resolution effectively and organizationally agile. Tact; diplomacy; patience; compassion and a sense of humour.

Posting Text

Physical Demands

Special Instructions to Applicant

We offer progressive employment practices and a great work environment. This is an exempt position that offers a competitive salary and benefits package.

Additional Hiring Information

A valid Driver’s License is beneficial.

Pay Rate

Pay Rate $67,700 to $79,000 annually

Posting Date

Posting Date 04/03/2024

Closing Date

Closing Date 04/23/2024

Days of Work

Days of Work Monday to Friday

Standard Hours per Day 7

Hours of Work

8:00 am to 4:00 pm

Work Location

Work Location CITY HALL

Specify Work Location

Documents Needed to Apply

Required Documents

  • Resume
  • Cover Letter
Optional Documents
  • Driver's Abstract
  • References
  • Other Document 1
  • Other Document 2
Supplemental Questions

Required fields are indicated with an asterisk (*).

  • * What level of post-secondary education do you have in business, finance or administration?
    • None
    • Some post-secondary courses
    • Certificate (1 year full time studies)
    • Diploma (2 years full time studies)
    • Bachelor's Degree (3 to 4 years full time studies)
    • Master's Degree or other higher level post-graduate program
    • Other
  • * How many years of Office Administration experience do you have?
    • None
    • Less than 1 year
    • 1 to 3 years
    • 3 to 5 years
    • More than 5 years
  • * How many years of experience do you have working in a municipal government or public service agency organization?
    • None
    • Less than 1 year
    • 1 to 3 years
    • 3 to 5 years
    • More than 5 years
  • * What level of proficiency do you have using Excel?
    • No experience
    • Beginner
    • Intermediate
    • Advanced
    • Expert
  • * What level of proficiency do you have using the Microsoft Office Suite, including Word, Outlook, Excel and Power Point?
    • No experience
    • Basic
    • Intermediate
    • Advanced
    • Expert
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