Executive Administrative Assistant to The

2 weeks ago

Waterloo, Canada City of Waterloo Full time

**Position Description**:
A temporary full-time opportunity exists for an experienced Executive Assistant to provide administrative and technical support to the Commissioner Corporate Services and the department in general.

**Accountabilities**:

- Provide general administrative support as requested by the Commissioner including; setting up and organizing meetings with multiple attendants, reconciling purchasing card of the Commissioner, arranging conference and travel details and expense reimbursement
- Ensure compliance of Corporate Services authored council reports and other general documents with the Accessibility for Ontarians with Disability Act (AODA)
- Provide council report numbers and coordinate the circulation of the reports for electronic approval
- Coordinate and circulate confidential documents, service agreements, and contracts for electronic approval
- Order office supplies and maintain office inventory within Finance and Commissioner office
- Arrange for printing and/or production of various documents as needed
- Provide data entry and customer service support for accounting and revenue services when necessary, to include processing supplier invoices and employee time cards for paymentProvide administrative support to the Corporate Services Leadership Team meetings (preparing agendas, minutes, calendar invites)
- As a member of the Records Management Liaison Group, coordinate departmental records management activities including but not limited to coordinating records disposition processes for the Commissioner, Financial Services, Fleet and Procurement and other divisions within Corporate Services in accordance with record retention schedules, including inputting records in the Open Text electronic content management system, in partnership with Legislative Services
- Assist in the management of Financial Services divisions’ website content, act as the web administrator, in collaboration with Corporate Communications
- Manage the Financial Services’ intranet (Jostle) library including posting news articles, team portfolio updates and managing the library documents, etc.
- Manage the collection of cash donations documention on behalf of the City including submission of applicable forms and preparation of charitable donation receipts
- Provide administrative support to the City’s Audit committee (advisory committee to council)
- Participate in departmental and corporate initiatives as required, including planning and/or assisting with departmental and Corporate-wide events
- Other duties as assigned

**Minimum Qualifications**:

- Post-secondary diploma or degree in Public Administration, Political Science, Business Administration or a related field with a minimum three (3) years of senior level administrative experience; equivalent combinations of education, experience and training in related areas will be considered
- Municipal experience is considered to be an asset
- Strong technology skills including experience utilizing electronic meetings and conferencing solutions with an ability to leverage new technology to provide efficient and effective service to the department
- Excellent communication skills including strong written composition and oral skills
- Strong interpersonal skills involving an ability to problem solve and resolve conflict in varied interactions
- Ability to take initiative and multi-task characterized by changing priorities while attending to details
- Strong organizational and time management skills
- Ability to exercise tact and discretion in dealing with confidential issues and information
- Proficient in Microsoft Office, Outlook and PeopleSoft Financials and a proven ability to learn new computer programs or software, eg. OpenText Enterprise Content Management System
- A satisfactory Police Record and Judicial Matters Check will be required as a condition of hire

**Application Process**

**Job Eligibility**

**Accommodation**

**We’ve Got You Covered**

The City of Waterloo strives to be an employer of choice for strong talent dedicated to serving our community, and offer the following:

- Flexible work schedules to support and nurture work-life balance;
- Competitive wages and the option to join the OMERS pension plan;
- A staff team dedicated to fostering and advancing action to support the organization’s ongoing commitment to Indigenous Initiatives, Anti-Racism, Accessibility and Equity;
- Substantial internal and external training and development opportunities;
- Compassionate and caring organization that promotes and embraces a culture of health, safety and wellness;
- Strong commitment to providing and maintaining a psychologically safe workplace that is respectful, inclusive, and where all individuals are valued;
- Employee Purchase Programs (Corporate Cell Phone plans, Computer Purchase Plan, etc.);
- Dress-down Fridays, and optional Wednesdays in partnership with the United Way fundraising campaign;
- City of Waterloo Staff Recreation Pass; and,

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