Administrative Assistant
7 days ago
**Job Number**:51205**
The City Manager's Office is seeking a motivated and experienced administrative professional to provide executive level support to the Chief of Staff's Office, in particular the Intergovernmental Affairs and High Level Office for Reconciliation and Anti-Racism (HLO) sections. This is an integral role, providing excellent service to our internal client departments as well as our elected officials and the City’s external intergovernmental partners. It requires a high degree of professionalism, political acumen, attention to detail, flexibility and adaptability to changing priorities, discretion in handling confidential information, conflict resolution, initiative, and organizational and time management skills, all within a multi-disciplinary and high work volume environment.
This position offers a unique opportunity to contribute to the City's intergovernmental relations and reconciliation efforts. You will play a key role in supporting daily operations, acting as a liaison with various stakeholders, and ensuring the smooth functioning of the office. If you thrive in a fast-paced, multi-disciplinary environment and are committed to providing exceptional administrative support, we encourage you to apply.
**What will you do?**
- Support Directors, Senior Executive Advisors, and Executive Assistant with the efficient operation of the City Manager’s Office through various administrative tasks such as managing office supplies, travel requests, meeting coordination, event logistics, and special projects
- Coordinating the City Council and Committee reports from creation all the way to submission to the City Clerk’s Office, including:
- File/Folder creation and management
- Collaboration/circulation w/external department for approvals
- Tracking/update report spreadsheet
- Schedule report review meetings
- Status of report (deferral with justifications)/presentation
- Distribute delegation list for Council/committee meetings
- Create and manage digital report material Review Council/Committee minutes
- Provide comprehensive support for the preparation of diverse documents, including council reports, briefing notes, memos, and high-level correspondence for offices such as the Prime Minister and Premier. This includes drafting, formatting, and ensuring the timely and accurate completion of materials, often with mínimal direction
- Provide general advice and assistance as required including compose, proofread, edit as necessary, research, reviewing documents; work with other administrative professionals to develop, standardize and enhance processes and procedures for the department
- Act as the primary point of contact for City Clerks, Agenda Review Committee, City Manager’s Office and other departments
- Autonomously track and coordinate Cabinet information and related data from both Provincial and Federal governments and relating this to the Intergovernmental Affairs staff for ready access to real time information, and are then able to adjust strategies and plans
- Build and maintain relationships with various government levels, including MP offices, to collect information and update contact lists, while demonstrating cultural sensitivity and strong communication skills
- Communicate and share information with administrative staff in various senior offices, including those within the department, the Office of the Mayor, the Office of the City Clerk, Councillors' offices, the Corporate Leadership Team, and external organizations
- Manage and track POSSE assignments from initial request, ensuring appropriate actions are taken all the way to closing the request
- Project management when required on initiatives including FOIPP requests and efile management, etc
- Assist with the budget process and monthly budget reporting, as well as data entry, reviewing and processing corporate credit card transactions, invoices and billings. Demonstrate financial management savvy and assist with ordering supplies, ensuring adherence to budget constraints
- Provide coverage for Executive Assistant when needed
**Qualifications**:
- Successful completion of a related administrative or business certificate from an approved business school/college
- A minimum of 2 years experience in providing clerical support to a team of professionals, specifically including formatting documents, maintaining records, taking meeting minutes, and general office practices
**Assets**:
- Advanced knowledge and experience with Google Suite, Microsoft Office, and Adobe Acrobat.
- Experience with POSSE
- Experience working in a public service environment
- Working knowledge of federal, provincial and municipal government structure
- Demonstrated senior level / executive level support
- Lived experience with traditional Indigenous communities, history, culture and current environment
**Skills required for success**:
- Understanding of Indigenous communities, their history, culture and current environment
- A high level of diplomac
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