Executive Assistant

3 weeks ago

Victoria Harbour, Canada Tay Township Full time

**Position Summary**:
Reporting to the Chief Administrative Officer/Deputy Clerk (“CAO”), or their designate, the Executive Assistant provides direct, executive administrative support and research assistance to the CAO, Mayor and Council, and the Manager of Communications and Technology, as required.

**Responsibilities**:
1. Provides executive assistance and direct administrative support to the CAO, Mayor and Council, and the Manager of Communications and Technology, assisting with the research, composition, preparation, and proofreading of agendas, reports, meeting minutes, correspondence, and presentations, including those of a sensitive and confidential nature, using Microsoft Office programs and other related programs and databases, as required.

2. Liaises between the CAO and internal and external contacts, working collaboratively to ensure the overall efficient and effective functioning of the CAO’s office as well as Mayor and Council matters.

3. In consultation with the CAO, assists in managing the calendars of the CAO, Mayor, and Council, by coordinating and scheduling appointments, meetings, and events, ensuring all logístical arrangements are finalized and confirmed.

4. Acts as divisional records management champion; manages documents in accordance with the Township’s Records and Information Management (RIM) system and The Ontario Municipal Records Management System (TOMRMS), including ensuring that confidential information (property owners, staff, and confidential matters) remains secure.

5. Maintains Corporate Policy Manual working with related division(s) as applicable; completes policy reviews; ensures policies are up-to-date based on current requirements, distributed, and documented and those obsolete policies are retained as required.

7. Assists with the execution of Township communications initiatives, procedures, and programs ensuring information is consistent, timely, accurate, clear, objective, and complete.

8. Prepares/processes credit card expense allocation reports and expense reports for the CAO, the Mayor and Council, as required.

9. Obtains quotes, identifies vendors, and selects and purchases supplies and equipment for the Corporation; processes and submits invoices for the CAO, the Mayor and Council, as required.

10. Coordinates preparation activities for the annual budget process by compiling information and creating necessary documentation as assigned; assists with monitoring of budget variance reporting; tracks departmental expenditures and alerts the CAO, as required.

11. Supports CAO for insurance claim files and policies for the Corporation, and acts as liaison between Staff, insurers, and adjusters as required.

12. Maintains and updates webpages, as they relate to the CAO, Mayor and Council, and Communications and Technology as required.

13. Assists with the organization and execution of Council events such as inaugurals, etc. in collaboration with the Municipal Clerk’s division; Assists with Staff events in collaboration with the Human Resources division as required.

14. Oversees booking schedule for Council Chambers and Municipal Office boardrooms using Microsoft Office programs, as required.

15. Responds to public inquiries via telephone, correspondence, and in-person, providing necessary information and routing general municipal inquiries accordingly.

16. Provides backup support to other Township administrative team members in their absence as required.

17. Models the Township’s values by learning, being comfortable with new ideas, and having the curiosity to seek innovation and the courage to seek change; explores new technologies/best practices to re-think administrative practices and identify initiatives that can deliver greater benefit for Tay community members.

18. Maintains a high degree of confidentiality and security of information. Where information is developed prior to Staff/Public release, ensures the confidentiality of information produced for Council and other sensitive information consumers.

19. Ensures compliance with the Occupational Health and Safety Act and other applicable legislation by following the Township’s Health and Safety program, procedures, and best practices.

20. Performs other related tasks and functions as assigned that are required or dictated by the Municipality’s needs relative to the nature of the position. The responsibilities listed above are not intended to be an inclusive list; the omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

**Qualifications**:
**Education and Training**
- Completion of post-secondary education from an accredited educational institution, or equivalent training and/or experience, in Business and/or Office Administration, or another relevant discipline; OSSD (Ontario Secondary School Diploma) or equivalent is required.
- Commitment to continuing education and profession

  • Executive Assistant

    1 month ago

    Victoria, Canada Cherish at Central Park Full time

    Executive Assistant to the President - 1 - 2 day per week **Job Details**: - The Executive Assistant works directly for the President/CEO. - Expertise in MS Office suite and Sage 50 required. - The position is one day per week and at time perhaps two, with considerable flexibility.

  • Executive Assistant

    1 month ago

    Victoria, Canada Cherish at Central Park Full time

    **Executive Assistant - FT two months then PT - ISLAND RESIDENTS** **Job Details**: - The Executive Assistant works directly for the President/CEO. - Expertise in MS Office suite and Sage 50 required. - The position will be full time for approximately 1 - 2 months and then will be two days per week, with considerable flexibility. - Experience in drafting...

  • Executive Assistant to Member of The Executive

    1 month ago

    Victoria, Canada Island Health Full time

    **Job Description**: In accordance with the Vision, Purpose, and Values, and strategic direction of Island Health (Vancouver Island Health Authority), patient and staff safety is a priority and a responsibility shared by everyone; as such, the requirement to continuously improve quality and safety is inherent in all aspects of this position. Using...

  • Executive Assistant

    1 month ago

    Victoria, Canada Cherish at Central Park Part time

    Executive Assistant - FT two months then PT - ISLAND RESIDENTSJob Details:The Executive Assistant works directly for the President/CEO.  The successful candidate will have at least 5 years experience in C-Suite administration, real estate administration, bookkeeping, Residential Tenancy Branch and para-legal work.Expertise in MS Office suite and Sage 50...

  • Executive Assistant

    1 month ago

    Victoria, Canada Cherish at Central Park Full time

    Executive Assistant - FT two months then PT - ISLAND RESIDENTSJob Details:The Executive Assistant works directly for the President/CEO.  The successful candidate will have at least 5 years experience in C-Suite administration, real estate administration, bookkeeping, Residential Tenancy Branch and para-legal work.Expertise in MS Office suite and Sage 50...

  • Executive Assistant

    3 days ago

    Victoria, Canada Ascent Yard Care Full time

    Job Summary: **Duties**: - Manage executive calendars, schedule meetings, and coordinate appointments - Prepare and edit correspondence, communications, and other documents - Conduct research, compile data, and prepare reports - Assist with travel arrangements and expense reporting - Maintain confidentiality of sensitive information and handle it with...

  • Executive Assistant

    4 weeks ago

    Victoria, Canada Thrive Social Services Society Full time

    **Job Title**: Executive Assistant **Type**:Permanent, Full-Time **Closing Date**: February 24th, 2023 **Start Date**: Immediate **Wage / Salary**:$28 - $30/hour **Location**:1095 McKenzie Avenue; Victoria, BC **Hours of Work**:Monday - Friday, 8:30 a.m. - 4:30 p.m. **Reports to**:Executive Director **Are you passionate about making a...

  • Executive Assistant

    4 weeks ago

    Victoria, Canada Cherish at Central Park Full time

    **Executive Assistant to the President ISLAND RESIDENTS ONLY -** 1 - 2 day per week **Job Details**: - The Executive Assistant works directly for the President/CEO. - Expertise in MS Office suite and Sage 50 required. - The position is one day per week and at times perhaps two, with considerable flexibility.

  • Executive Assistant

    1 month ago

    Victoria, Canada Luxcare Senior Care Full time

    _**Executive Assistant with HOME CARE EXP. **_ Executive Assistant - supports the vision, mission, goals, and day-to-day activities of Luxcare Senior Care. 12 years’ of operating on the island with an A+ Rating on the BBB and an excellent record with WorkSafe BC. A positive attitude, personable demeanor with a professional highly motivated, and determined...

  • Marketing Assistant

    1 month ago

    Victoria, Canada VICTORIA FORD ALLIANCE - EXECUTIVE Full time

    Carson Automotive Group is one of Victoria’s highest performing groups representing 6 brands across 8 dealerships. The incredible growth we have experienced has provided several exceptional opportunities for career minded people to complement our existing staff._ **Exceptional Opportunity**: Victoria Ford Alliance** **requires a creative and...

  • Executive Administrative Assistant

    1 month ago

    Victoria, Canada Brentwood Bay Resort Full time

    **About Brentwood Bay Resort**: At Brentwood Bay Resort, we take pride in providing a luxurious boutique experience that sets us apart from other hotels and resorts in the Greater Victoria area. We are committed to offering our guests more than just delicious meals, relaxing spa treatments, and beautiful oceanfront suites. We aim to provide a truly...

  • Executive Assistant, President

    1 month ago

    Victoria, Canada BC Ferries Full time

    Job Description: **EXECUTIVE ASSISTANT, PRESIDENT & CEO** Victoria (Head Office) Reporting directly to the President and CEO, the Executive Assistant provides support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for both internal and external contacts on all matters pertaining to the Office of the...

  • Executive Assistant, Human Resources

    1 month ago

    Victoria, Canada Camosun College Full time

    **A) JOB SUMMARY** The Executive Assistant, Human Resources provides advanced level support to the Executive Director, HR, as well as the Labour Relations Specialist as required, and oversees the delivery of administrative support services for the HR department. This position interacts with all levels of College administration and staff as well as external...

  • Executive Assistant

    1 month ago

    Victoria, BC, Canada Nimbleprofit Full time

    An incredible, once-in-a-lifetime opportunity to work alongside some of the best business minds and entrepreneurs in the world as their trusted partner, and often advisor. If you are hungry for a challenge, have impeccable interpersonal skills and want to learn and develop whilst you build a career, read on. What does the role require? Honestly, the role...

  • Executive Assistant to Realtor

    1 month ago

    Victoria, Canada Pemberton Holmes Real Estate Full time

    Executive Assistant to a realtor and real estate developer who owns and operates a group of companies which hold, manage and develop land and a mix of residential and commercial buildings in and around the Victoria area. This full time position would involve a mixed roll of tasks varying from office admin work, office management, invoice payment, electronic...

  • Executive Assistant, Vice-president Finance and

    4 weeks ago

    Victoria, Canada University of Victoria Full time

    Organizational Unit- University of Victoria -> VP Finance and Operations- Location- University of Victoria - Victoria, BC V8W 2Y2 CA (Primary)- Posting Close Date- 14 February 2024- Please note that positions will close at 4 p.m. on the closing date.- FTE- 1- Salary Grade- $65,488.00 - $73,481.00- Additional Posting Information- N/A- Salary posted will be...

  • Exec Admin

    1 month ago

    Victoria, Canada BC Public Service Full time

    Posting Title- EXEC ADMIN - Executive Administrative Assistant- Position Classification- Executive Administrative Asst- Union- N/A- Location- Victoria, BC V9B 6X2 CA (Primary)- Salary Range- $56,357.32 - $63,742.94 annually- Close Date- 2/16/2023- Job Type- Regular Full Time- Temporary End Date- Ministry/Organization- BC Public Service -> Env & Climate...

  • Executive Finance

    6 days ago

    Victoria, BC, Canada Limbic Media Full time

    About Limbic Media Limbic Media is a multi-disciplinary team of artist-engineers passionate about technology and the arts. For the past ten years, we have utilized a diverse set of technological and design skills to create innovative and memorable installations and experiences. Limbic Media turns ordinary spaces into extraordinary places and transforms the...

  • Executive Administrative Assistant Needed Immediately

    1 month ago

    Victoria, BC, Canada Nimbleprofit Full time

    Honestly, the role of an Nimble Executive Assistant is limitless. Nimble Profit Executive Assistant, in addition to the below day-to-day requirements, will plan travel, organized dinner parties, forged new friendships and business relationships, developed new skills like web design, and marketing - and that’s just to name a few. Optimize your CEOs time...

  • Executive Coordinator

    1 month ago

    Victoria, Canada South Island Division of Family Practice Full time

    **Background** Divisions of Family Practice were created through collaboration between the Ministry of Health and the Doctors of BC. Divisions are community-based groups of family physicians working together to achieve common health care goals. The South Island Division of Family Practice represents Family Physicians across multiple settings in the Saanich...