Executive Assistant to Cao and Mayor

5 months ago

Alliston, Canada Town of New Tecumseth Full time

The Town of New Tecumseth is looking for an executive administrative professional with superior time management and interpersonal skills to join our team.

Why work with us?

Our growing community, identified as one of the fastest growing municipalities by Statistics Canada, located about an hour north of Toronto, offers beautiful rural and urban landscapes and diverse opportunities to work in a technologically progressive, public environment. Additionally, the Town offers the following perquisites:
flexible work environment, including ability to work from home up to two (2) days per week

employer paid health and dental benefit packages

competitive salaries

OMERS pension plan

free gym membership at Town recreation centres

professional development opportunities

To provide support to the Chief Administrative Officer, Mayor and Senior Management Team in the fulfillment of their duties by undertaking administrative, management, communication co-ordination and provide tactical support when short term gaps are identified within the organization including a wide variety of tasks involving direct liaison with Council, senior staff, other levels of government, community organizations and the public. Acting as a gateway to the CAO, this position will work alongside the leadership team, assisting with multiple projects and initiatives on their behalf.

**Responsibilities**:
Provide confidential administrative support, project and program coordination to the Office of the CAO and Mayor to maintain efficient operations including compiling and preparing correspondence, documents, reports etc., establishing and maintaining departmental filing systems, monitoring of the operating budget.

Monitor, initiate and triage information with a high degree of sensitivity ensuring public concerns are addressed, responds to telephone inquiries directed to the C.A.O. by providing information where possible. If unable to provide a response, will obtain relevant details and forward calls to the C.A.O. as required ensuring C.A.O. is first briefed on the nature of the call(s). Ensuring vital information is relayed and cascaded throughout the organization.

Prepare and facilitate materials and logistics for internal and external meetings, including agendas, action items tracking, follow up and communicating results/direction to appropriate individuals. Exercising sound judgement to resolve matters which may be political or sensitive in nature.

Calendar management, including managing deliverables and priorities to ensure the Mayor and C.A.O.’s required time is spent on the most critical activities, deadlines are met, and the team is prepared for meetings with Council, internal department and external stakeholders.

Responsible for the preparation of polished, dynamic and professional presentations and speeches on behalf of the Mayor and C.A.O.’s Office.

Prepare and manage the agenda for the Executive Management Team meetings, attend meetings, prepare minutes for meetings, and undertakes any follow up work as directed by the C.A.O.

Schedule and organize strategic planning and leadership sessions, board meetings and teambuilders (all staff meetings) and provide committee support and coordination related to corporate and strategic projects, including conducting research/analysis and summarizing/reporting on results and overseeing the execution of corporate events (related to the Mayor & C.A,O.’s Office) and meeting fundraising goals.

**Qualifications**:
Requires Community College level diploma in Business Administration, Public Relations, or related field.

Requires completion of the Municipal Administration Program from the Association of Municipal Clerks and Treasurers.

Requires five (5) years’ experience in senior executive administrative or administrative manager roles in either the public or private sector.

Requires a sound knowledge of local government matters to resolve issues that arise. Thorough working knowledge of administrative management processes and protocol, records management practices, general office equipment operation (fax/copiers, etc.), research resources and practices, customer/public relations principles in a service-excellence environment, and local government functions/services, organizational/governance structures and legislative/regulatory framework.

Excellent interpersonal, project/time management, analytical, communication, presentation, public/media relations, and problem-solving skills, organizational/coordinating, research, minute-taking, writing, typing/formatting, customer service, and multi-tasking /work prioritization skills.

Valid G class driver’s licence and access to a personal vehicle to use for work purposes.

**Salary**: $70,452.20 - $88,088.00, plus employer paid benefits and OMERS pension plan

**Hours**: 35 hours per week, 8:30 a.m. - 4:30 p.m., Monday through Friday

**Location**: Town’s Administration Centre (Alliston, ON)

**Anticipated Start Date**: October 30, or ASAP

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