Executive Assistant

2 weeks ago

Victoria, Canada City of Victoria Full time

**Competition #23/157A**
**Internal/External Posting**
**Closing date: July 18, 2023**

**Executive Assistant (Regular Full Time)**:
**City Manager's Office**

Reporting to the Manager of Executive Operations, the Executive Assistant (EA) provides senior level administrative support and plays an important role as the primary point of contact for the Deputy City Manager. As a member of the City Manager’s Office, the Executive Assistant thrives when working in a fast-paced environment, managing a variety of tasks and responsibilities, while remaining focused on providing an exceptional service experience.

The Executive Assistant takes pride in ensuring the office is organized, efficient, responsive, and accessible. The ideal individual will demonstrate astuteness in a variety of situations and ensure that time sensitive communication is effectively addressed. The Executive Assistant possesses strong written and verbal communication, administrative and organizational skills, and can effectively manage competing priorities.

This individual will be self-motivated and proactive in accomplishing projects and must be able to work under pressure, handling a wide range of activities and confidential matters with discretion. The Executive Assistant demonstrates strong interpersonal skills and builds relationships with colleagues and stakeholders. They will be a practical and resourceful team-player, who actively seeks opportunities and proposes solutions that align with organizational objectives.

**Accountabilities**:

- Communicates effectively with representatives of internal departments and external stakeholders on behalf of the DCM.
- Manages a fast-paced appointment schedule including coordinating and confirming meetings for the DCM with Senior Managers, other staff and external parties.
- Assembles information and briefing materials as needed to keep the DCM well informed of upcoming commitments and responsibilities.
- Liaises with other staff to prepare content for Council or committee meetings.
- Arranges business travel logistics, including flights, accommodations and transportation and coordinates all expense reconciliations.
- Prioritizes conflicting schedules/deliverables by handling matters proactively and expeditiously and follows-through on initiatives to completion.
- Follows up on contacts made by the DCM and supports the cultivation of ongoing relationships.
- Prepares and edits a variety of correspondence, replying to inquiries from the public and colleagues.
- Maintains discretion and confidentiality in all matters relating to the office.
- Supports members of the City Manager’s Office and other senior managers in an administrative capacity, including assisting the executive support staff with research and various project support as needed.
- Organizes office equipment and ordering supplies.
- Assists with special events, protocol visits and other meeting arrangements as needed
- Perform other related activities as required.

**Qualifications**:
Grade 12 Graduation
Certificate in Office Administration
Minimum 5 years of progressively responsible administrative experience supporting senior executives (C-Level).

**Competencies**:
Level 1 or higher, Exempt Competency Framework.

**Work schedule: Monday to Friday (35 hour work week)**
**Pay Band 1 ($63,140.35 to $74,283.31)**
**Job Code #3426**
**This is an exempt position**

At the City of Victoria, we are committed to recruiting a diverse workforce that represents the community we serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.

Education : College, CEGEP or other non-university certificate or diploma from a program of 3 months to less than 1 year
Experience : 5 years or more

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