Executive Assistant and Administrative Technical

1 month ago

Squamish, Canada District of Squamish Full time

The District of Squamish is located in the unceded traditional territory of the Skwxwú7mesh Úxwumixw (Squamish _
- Nation). We offer gratitude to the Skwxwú7mesh People who have lived on these lands since time immemorial. _

**External Job Posting**

**Position**: Executive Assistant and Administrative Technical Coordinator for Major

Projects - Industrial

**Status**: Temporary Full-Time (anticipated end date of January 31, 2026)

**Work Area**: Major Projects - Industrial

**Posting Date**: February 14, 2024

**Closing Date**: Open until filled

**GENERAL SUMMARY**

Under the general direction of the Director, Major Projects - Industrial, this role provides confidential, executive-level
administrative and project support to the Director, Major Projects - Industrial team, as well as technical guidance
under the portfolio of the Director.

**KEY RESPONSIBILITIES**
- Contributes to the success of our team and the creation of our thriving community, by fostering the District of

Squamish corporate values: Respect, Integrity, Connection and Progress.
- Serves as the primary point of contact on behalf of the Director.
- Provides exemplary customer service to both external and internal clients.
- Provides confidential executive administrative support to the Director.
- As required, provides administrative support to the Manager, Major Projects - Industrial.
- Provides support for departmental and corporate strategic initiatives including coordinating the execution of

special projects.
- Provides research and preliminary policy and project analysis, and draft documents related to special projects.
- Monitors and coordinates the execution of projects, ensuring that they adhere to project protocols, that they

conform to applicable institutional policies, and that they are completed within the required timelines.
- Participates in the recruitment, onboarding, and other employee lifecycle-related processes of new team

members.
- Provides high-level document management, including drafting, editing, formatting, and proofreading of

documents, document storage, and archiving.
- Provides leadership and guidance in best practices, and reviews work within the portfolio for quality assurance.
- Provides guidance on compliance with legislative requirements and timelines.
- Documents knowledge and skills gaps in the team, research learning opportunities and assists the Directors and

Manager to ensure upskilling occurs.
- Drafts routine and complex correspondence and responds on behalf of the Director and other members of the

team as required.
- Plans, monitors, and coordinates the daily schedule and calendar of the Director; advises of priority deadlines,

scheduled appointments, and meetings.
- Consistently reviews schedules and workflow items to predict and resolve scheduling or interdependency conflicts

/ concerns before they arise. Monitors deadlines.
- Ensures requests for information are appropriately tracked to completion.

appropriate.
- Proactively prepares materials and background information related to meeting agenda items.
- Arranges travel itineraries.
- Monitors period, quarterly, mid-year and year-end budget expenditures and reports variances. Gathers and

summarizes financial information related to assigned projects for submission to the project lead and sponsor.
- Attends staff and committee meetings as required day or evening, and takes minutes as required.
- Develops and implements new work methods and procedures, identifies problems, develops alternate solutions,

and implements changes as directed.
- Maintains and controls access to a variety of confidential, restricted, and protected status files, records, and

documents.
- Liaises with the Executive Assistant for GMs/CAO/Mayor on projects as necessary.

**REQUIRED KNOWLEDGE, SKILLS & ABILITIES**
- Knowledge of the Local Government Act, Community Charter, other Acts, government regulations and Bylaws

concerning District and local government activities.
- Full understanding of political protocols.
- Strong leadership skills including the ability to guide and support employees to achieve success.
- Excellent interpersonal and communication skills and the ability to deal with people in a tactful, diplomatic, and

professional manner.
- Superior organization and time management skills with strong attention to detail.
- Advanced computer skills and thorough knowledge of Microsoft Office including MS Word, Excel, and Outlook.
- Proven ability to thrive when challenged on a variety of projects.
- Ability to establish and maintain effective working relationships with internal and external contacts.
- Ability to plan, organize and prioritize daily assignments and work activities.
- Ability to keep pace and anticipate the needs of the CAO and Core Leadership Team.
- Demonstrated ability to maintain confidentiality and exercise discretion.

**REQUIRED TRAINING, EDUCATION AND EXPERIENCE**
- Valid BC Class 5 Drivers Licence.
- A Diploma in Business Administ

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