Executive Assistant

3 weeks ago

Cambridge, Canada City of Cambridge Full time

**People, Place, Prosperity**:
**Job Profile**:
The City of Cambridge has an opening for an Executive Assistant (EA) position within our Infrastructure Department. The EA reports directly to the Deputy City Manager (DCM), Infrastructure Services. The main function of the role is to provide positive and professional administrative leadership to ensure good customer support to internal and external customers. The role provides strategic support to the DCM as well as the divisions within the department and assists with creating a supportive and efficient team environment. With effective political acumen, the EA will be able to recognize politically sensitive and/or confidential issues and bring matters forward appropriately, while maintaining confidentiality and professional discretion. The EA will be a contributing member of the Administrative Leadership Team (ALT) who will provide leadership, guidance, and direction to Administrative Assistants within the department.

**What you will be doing**:

- Manages the DCM’s business schedule and anticipates needs, takes initiative to obtain details and works independently. Drafts and edits material such as presentations, spreadsheets, graphics and reports as required. Coordinates other committee meetings including specialized and politically sensitive committees. Provides administrative support to DCM’s direct reports as required.
- Recognizes politically sensitive and/or confidential issues and brings matters to the attention of the DCM and communicates appropriately to other staff. Maintains professional discretion at all times and demonstrates the ability to triage concerns/issues and negotiates/facilitates scheduling, reporting and the necessary follow up. Strong interpersonal skills required to be an efficient executive assistant.
- Represents the department on committees as directed. Assists the department with reports to Council; the corporate strategic plan and department business plans; ensures documents comply with City standards and meets deadlines. Liaises and exchanges information with other departments and external parties.
- Participates in the annual budget exercise, forecast change reports, reconciliations and work with the budget analyst to find explanations for variances throughout the year. Prepares and processes all payment requests for the department (and its divisions as required). Ensures signing authority for functional responsibilities at appropriate levels, purchase orders, requisitions, etc. for all divisions within the department.
- Prepares and organizes support materials required by the DCM by researching, analyzing, composing and/or synthesizing and formatting documents. This includes researching websites or reaching out to stakeholders in preparation for internal/external meetings, or for special projects.
- Supports the department in identifying and coordinating risk management activities, inventories and departmental risk management plans.
- Contributes as a member of the Administrative Leadership Team (ALT). Provides leadership, direction and guidance to Administrative Assistants within own department. Maintains regular open communication with EA to the City Manager.
- Departmental records coordinator; attendance record reporting; web contributor; council report and councilor contact tracking for department.
- Backs up the Executive Assistant to the City Manager or other Executive Assistants as required.

**Education**:
Three-year college diploma in business, project management, executive assistant, administrative assistant, or office administration executive programs.

**Experience and Knowledge**:
Minimum of three years of progressive responsible and diversified corporate administrative experience including project coordination/management skills, advanced MS Office skills, with a good understanding of financial principles and solid business writing skills. Public sector experience would be beneficial.

**We will ask you for these items if you are hired**:

- Proof of your current and valid certificate(s) and/or educational qualifications.
Worker Health and Safety Awareness Training certificate from the Ministry of Labour. (may be obtained post offer)

**Your compensation**:
This position is in Band Level 3 of the Non-Union Salary Scale and has an annual salary range of $69,296 to $84,508. We offer a comprehensive benefit package and are an Ontario Municipal Employees Retirement System (OMERS) employer.***

**Hours of work**:
Monday to Friday, 8:30 a.m. to 4:30 p.m. (35 hours per week)

**Advertisement expiration date**:
This posting closes on September 1, 2023.

**Accommodation needs and protection of privacy**:
The City of Cambridge recognizes and appreciates diversity and inclusion enhances our public value commitment.

We strive to create an accessible and inclusive experience and encourage all qualified people to apply, including and especially people from equity-deserving groups. Qualified applicants will receive consid

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