Executive Assistant, Community Safety

4 weeks ago

Richmond, Canada City of Richmond BC Full time

**Executive Assistant, Community Safety**:
The City of Richmond is committed to be the most appealing, livable, well-managed community in Canada, a goal that is only made possible by developing our most valuable asset - _our people_. This is a great opportunity to join our team and shape our community. The City of Richmond offers competitive pay programs, comprehensive benefits and attractive incentives. If you are looking to make a difference, and to share our vision “to be the most appealing, livable, and well-managed community in Canada”, then please apply.

Reporting directly to and working closely with the General Manager, Community Safety, this position provides wide range of senior confidential administrative support functions including, analytical and tactical support, scheduling and playing a key role supporting and liaising with the divisional management team and the Senior Management Team, while embodying the City’s values in all aspects of work.

**Key responsibilities**:

- Liaising between divisional staff and the General Manager; providing advice and recommendations as to the appropriate course of action when the General Manager is unavailable.
- Coordinating meetings and workshops; preparing agendas, taking minutes and liaising with other departments, as required.
- Composing, proofreading, editing, and finalizing a variety of documents and reports on behalf of the General Manager.
- Monitoring the status of all departmental reports going to Committee/Council meetings; tracking staff report submission to the GM for review; ensuring staff are invited to the meeting; coordinating any necessary internal preparatory meetings pre-Committee/Council meetings; coordinating all background information for the General Manager’s perusal prior to these meetings.
- Coordinating and tracking the review of documents submitted to the Senior Management Team (SMT) from the Division and ensuring necessary action items are communicated and completed.
- Developing and maintaining tracking, filing and/or record keeping systems; recommending and implementing improvements to administrative processes, introducing procedural changes seamlessly and consistently.
- Supporting the division’s culture as lead for organizing divisional and team-building events (i.e. long service recognition and annual workshops).
- Analysing policies, procedures and improvement opportunities, as required, in support of Senior Management Team initiatives and objectives.

**Knowledge, Skills & Abilities**:

- Ability to transcribe notes, prepare correspondence/reports, and research a variety of topics.
- Knowledge of business English, spelling, grammar and punctuation.
- Ability to multitask, be organized, possess a strong attention to detail, and be results-oriented in a multifaceted, fast-paced environment with changing priorities.
- Ability to work both independently and interdependently.
- Ability to deal with unexpected situations in a calm and competent manner.
- Ability to exercise sound judgment and embrace accountability for decisions.
- Ability to act with tact, diplomacy and discretion with a high degree of confidentiality.
- Ability to establish and maintain effective working relationships with internal and external contacts.
- Skilled at sustaining corporate knowledge through document control and effective communication.
- Intermediate to advanced skill level in Microsoft Outlook, Word, Excel, PowerPoint and REDMS.
- Ability to maintain and expand knowledge and skills through continuous learning.

**Qualifications and Experience**:
A minimum 2 year Diploma in Business Administration or a comparable level of education, supplemented by a minimum of 5 years recent and related administrative experience along with experience working in a corporate environment and/or a sound working knowledge of local government. A university degree is considered an asset. Experience within a municipal environment and particularly working with RCMP, police and/or fire departments is considered an asset.

**Additional Information**:

- Employee Group:

- Exempt
- Position Status:

- Regular Full-Time
- Duration of Appointment:

- N/A
- Salary Range:

- $66,185 - $82,731
- Hours of Work:

- 8:15 am to 5:00 pm
- Application Posted:

- 3/10/23
- External Closing Date:

- 4/2/23
- PCC#:

- 336

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