Executive Assistant

2 weeks ago

Kelowna, Canada City of Kelowna Full time

**Position Details**:

- Posting Information**Posting Number**
- CK53249P**Position Title**
- Executive Assistant**No. of Staff Required**
- 1**Position Type**
- FT**If Term position, enter length of Term in months**
- N/A**Position Groups**
- Management and Exempt**Division**
- City Manager (DV100)**Department**
- City Manager (DP100-1)**Branch**
- City Manager (BR100-1)- Organizational Information**Purpose of your Position - Non Union**
- To provide confidential, administrative services to the Mayor, Council, City Manager and Senior Leadership Team including providing reception duties for the Executive Office. The position is a liaison between the public and elected officials and senior management to handle and/or redirect inquiries to staff, other agencies and government departments.**Classification Summary - Union**

**Duties - Union**

**Results and Activities - Non union**

**1. Provide administrative support**
- Co-ordinate the Mayor, City Manager and Senior Leadership Team’s calendar; schedule appointments, reservations and travel arrangements; assist with Councillors’ scheduling.
- Receive and process letter mail to Mayor, Council, City Manager and Senior Leadership Team.
- Organize meetings involving multiple internal and external senior executives. Liaise with other municipal, provincial and federal government offices as well as staff at all levels and interact with external clients.

**2. Provide business communications**
- Conduct research, assemble and analyze data to prepare reports and documents.
- Prepare and/or edit internal and external correspondence, communications, presentations and other documents; compose letters for Mayor, Council, City Manager and Senior Leadership Team.
- Ensure the Mayor, Council, City Manager and Senior Leadership Team are prepared for all engagements with background information, materials and speaking points.

**3. Office systems**
- Develop systems and processes for enhanced organization and efficiencies.
- Purchase and maintain inventory of all office supplies and promotional supplies. Purchase and prepare appropriate gifts for dignitaries, VIPs and citizens.
- Maintain paper and electronic record databases in accordance with FOI and eRIM guidelines. Maintain all paper and electronic files, bylaws, and policies for use by Mayor, Council and City Manager in keeping with the RIM and SharePoint systems.
- Handle requisitions and receipt of goods for payment of invoices, MasterCard reconciliation for Mayor, Council, City Manager and Senior Leadership Team (spending authority of $1500).

**4. Provide reception services for Mayor, City Manager and Executive Office.**
- Greet clients, visitors, general public and staff to the Executive Office.
- Receive, screen and redirect all telephone calls and visitors; record, relay and direct messages/inquiries to staff.

**5. Coordinate and collaborate with other Executive Assistant(s) and provide back-up for leaves and breaks.**

**Credentials - Union**

**Knowledge - Non Union**
- Office Administration Certificate or related education. Experience in executive office with knowledge of business and administrative procedures; proficient with Microsoft Office suite; customer service training; good understanding of government regulations and structure. Learned knowledge of City of Kelowna organization, procedures, systems, projects, staff, and history an asset.**Skills & Abilities - Non Union**
- Flexible in terms of hours of work and maintains confidentiality, diplomacy, tact at all times. Ability to multi-task in a fast-paced environment; able to work independently; excellent communication skills (oral and written); good organizational skills; adaptability; ability to learn quickly; good computer skills; ability to get along with a wide variety of people; politically astute; handles conflict resolution effectively and organizationally agile. Tact; diplomacy; patience; compassion and a sense of humour.**Competencies**
- Posting Text**Physical Demands**

**Special Instructions to Applicant**
- We offer progressive employment practices and a great work environment. This is an exempt position that offers a competitive salary and benefits package.**Additional Hiring Information**
- A valid Driver’s License is beneficial.**Pay Rate**
- $67,700 to $79,000 annually**Posting Date**
- 04/03/2024**Closing Date**
- 04/23/2024**Days of Work**
- Monday to Friday**Standard Hours per Day**
- 7**Hours of Work**
- 8:00 am to 4:00 pm**Work Location**
- CITY HALL**Specify Work Location**

**Documents Needed to Apply**:
**Required Documents**
- Resume
- Cover Letter

**Optional Documents**
- Driver's Abstract
- References
- Other Document 1
- Other Document 2

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