Executive Assistant, Cfo and Associate

3 weeks ago

Sherwood Park, Canada Strathcona County Full time

As the Executive Assistant to the CFO & Associate Commissioner, Corporate Services you will provide senior level, confidential, executive administrative assistance to ensure the efficient operation of the office. You will act as a liaison between the Executive Team, Council and all other divisions and departments working closely with department Directors and administrative staff. The Executive Assistant leads, coaches and mentors’ administrative staff and provides guidance to senior management when requested. The work requires considerable involvement with Elected Officials, their administrative staff, external stakeholders including all levels of government, senior representatives of the private sector and boards and works within in a politically charged and sensitive environment.

**Responsibilities**
- Provide senior level confidential support to the Associate Commissioner and Executive Team, including working with the Mayor and Council to handle politically sensitive matters
- Provide leadership and coordination for the day-to-day operations of the Associate
- Commissioner's office, including high level executive support
- Foster a strong, cohesive, and effective team environment with senior administrative staff to provide seamless coverage and support to all Executive Team members
- Build and maintain positive relationships and excellent communication lines with administrative support to the Mayor and Council to ensure timely responses to Elected Officials and external stakeholders
- Ensure timely and appropriate responses to all issues and requests from Elected Officials and external stakeholders including; assigning to appropriate department for response, reviewing all outgoing correspondence for accuracy, completeness and format prior to signature and distribution
- Research and assemble background information, compile data and prepare correspondence, reports, documents, submissions, responses and other briefing materials as needed by the Associate Commissioner or other members of Executive Team
- Brief Executive Team members on administrative issues that may impact Mayor and Council
- Communicate and coordinate Associate Commissioner's instructions and expectations to Directors and departments
- Compose correspondence, agendas, meeting minutes, reports and other material for the Associate Commissioner ensuring material meets organizational protocols
- Ensure responses to Councillor Requests are timely, accurate and politically correct in consideration of Council's involvement with the request
- Provide information to other municipalities and external agencies as requested
- Lead and assist with special projects, events, tours, conferences, and retreats, prepare bi-weekly payroll for approval and submission to Human Resources and process invoices for payment
- Ensure Associate Commissioner's corporate records are maintained electronically
- Process FOIP requests and other access to information inquiries as requested by Legislative and Legal Services

**Skills and Abilities**
- Exceptional verbal and written communication skills, with a strong customer service ability
- Ability to recognize and deal with matters of a confidential nature in a discrete and professional manner
- Strong organizational skills and the ability to work independently and multi-task effectively, with frequent interruptions and requests from a variety of sources
- Ability to assess the urgency of a situation and respond in a timely manner
- Sound leadership skills to motivate and direct staff while maintaining a professional, positive image
- Thorough knowledge of Strathcona County protocols and a strong understanding of corporate and division policies, procedures, and organizational structure
- Ability to identify issues or discrepancies in policies or practices

**Qualifications**
- Minimum post-secondary certificate in a related office or business administration field, or equivalent specialized training, plus a minimum of eight years progressively more responsible related experience including supporting senior management
- Related government experience or experience in a people focused environment in a role requiring a keen sense of political acumen is required
- Extensive knowledge of relevant computer programs such as SharePoint, Microsoft 0365 Suite, eScribe and Adobe

**Conditions of Employment**
- Submission of Satisfactory Criminal Record Check
- Equivalencies of education and experience may be considered. _

In addition to providing a dynamic work environment, we offer a competitive salary and benefits package.

This competition may be used to fill future vacancies for similar positions within the next 6 months.

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