Executive Assistant

1 month ago

The Pas, Canada Town of The Pas Full time

Executive Assistant
Employer: Town of The Pas
Location: The Pas, MB
Application Deadline: TBD

Job Description:

Working/Reporting directly with the CAO, the Executive Assistant provides a wide range of administrative and executive level support and acts as the primary point of contact to the offices of the CAO, Mayor, and/or Councilors. The Executive Assistant:

  1. Provides executive support in a one-on-one working relationship;
  2. Serves as a liaison to the senior management team;
  3. Is responsible for the research and preparation of by-laws, policies, and administrative documents (as directed by the CAO);
  4. Is responsible for the enforcement and enactment of the Zoning By-Law in accordance with the Planning Act;
  5. Organizes and coordinates executive outreach and external relations efforts;
  6. Works in a confidential environment, which requires a high level of tact, integrity, and confidentiality;
  7. Establishes and manages internal and external constituent relationships;
  8. Is responsible for reviewing agreements and ensuring the appropriate department updates or renews the agreement;
  9. Performs a variety of administrative tasks while supporting the CAO, driving strategic priorities;
  10. Undertakes special projects, conducts research, and provides functional guidance to administrative support staff;
  11. Performs other related duties as assigned.

This position reports directly to the Chief Administrative Officer and is responsible for the effective and efficient administration of day-to-day operations in the Office of the Mayor and Chief Administrative Officer. The incumbent must possess a broad knowledge of municipal government and the ability to apply this knowledge to promote an effective and organized office. This position involves considerable contact with municipal, provincial, and federal staff, elected officials, and the public. The position requires a person with confidential tact, political acumen, and an exceptional work ethic.

Qualifications and Skills:

  • Post-Secondary Education in Public Administration or equivalent;
  • Minimum three to five years working in an executive or senior administrative role;
  • Excellent office management skills, including calendar management, time management skills, and the ability to meet critical and irregular deadlines;
  • Strong decision-making and proactive approach to problem-solving;
  • Advanced level of proficiency in Microsoft Suite applications;
  • Advanced level of proficiency in WebEx/ZOOM/Teams is an asset;
  • Experience in a municipal government setting is an asset;
  • Or, an acceptable combination of education, training, and experience.

Responsibilities/Accountabilities:

  • Handles work of a highly confidential nature, performs administrative, secretarial, and clerical support;
  • Performs Executive functions for the Office of the CAO and/or the Office of the Mayor and Town Councilors;
  • Responsible for retaining and maintaining all original by-laws, minutes, Committee reports, and official records;
  • Review various Council and Committee Agendas, minutes, correspondence, media releases, and publications to maintain knowledge and information on current issues to highlight for the CAO;
  • Plan and prepare information for meetings involving the Mayor and Members of Council, including collecting/assembling background material, agendas, minutes, presentation items, and other special requirements as necessary;
  • Prioritize the Office of the CAO’s workload and prepare schedules/itineraries, including processing all incoming invitations and scheduling their participation in special events with the respective organizations;
  • Assists the CAO with research, policy advice, and suggestions for organizational improvements;
  • Coordinate and participate in several activities on behalf of the CAO’s Office (i.e., events, civic receptions);
  • Assist in the preparation/scheduling of various appointments/meetings for CAO and/or Mayor/Councilor’s Office(s) by contacting participants by telephone, letter, or e-mail, and in turn, providing necessary background information, arranging catering, booking meeting rooms, and other duties of similar nature;
  • Arrange and prepare Agendas for meetings;
  • Ability to use sound judgment, always maintain discretion and confidentiality, and ability to manage multiple priorities from different sources.

As directed by the Chief Administrative Officer:

  1. Shall advise Department Heads and other involved parties of Council decisions for the purpose of giving out information and instructions unless otherwise directed;
  2. Shall be responsible for all correspondence emanating from Council Meetings and Committee Meetings unless otherwise directed;
  3. Responsible for researching and creating briefs for Council;
  4. Responsible for all incoming correspondence for Council.

Core Competencies: Acting with Integrity, Driving Continuous Improvement, Communicating Effectively, and Serving Customers.

Working Schedule and Environment:
• Monday to Friday, 8:30 a.m. – 4:30 p.m. (overtime is required)
• Fast-paced office environment with tasks and priorities shifting rapidly

SALARY: The successful candidate will receive a competitive salary ranging from $80,000 to $90,000 per year, based on experience and qualifications, along with a comprehensive benefits package.

Mission: To represent our citizens while providing services effectively and efficiently.
If you are interested in this career opportunity, please email your resume with three references to:

This position is open to all applicants by the Human Rights Legislation of Manitoba, and reasonable accommodations are available to applicants with disabilities.

We thank all candidates in advance but will only contact those selected for an interview.

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