Executive Assistant

4 weeks ago

Kitchener, Canada City of Kitchener Full time

**Executive Assistant (Financial Services)**

**Competition Number**

2023-404

**Job Code**

1139

**Posting Date**

August 30, 2023

**Closing Date**

September 17, 2023(at 6:00pm)

**Job Status**

Permanent Full-Time

The
- **City of Kitchener** is a vibrant and dynamic city of approximately 270,000, in the heart of southwestern Ontario. As the largest municipality in Waterloo Region, Kitchener continues to be poised for development and growth, enhancing its reputation as a leader in city-building and innovation, with nationally recognized strategies to build its neighbourhoods, its digital infrastructure and its diverse economy.The
- **City of Kitchener** is WHERE you want to work Learn more about the top reasons to join us:
**Why work at the City of Kitchener**

Position Overview:
- Are you a collaborative, self-motivated and flexible professional, with exceptional interpersonal skills, a desire to deliver great service and keen eye for detail? Does your empathetic nature help you respond promptly and anticipate the needs of others, actively listen, and share insightful and value-added perspective? If you pride yourself on providing great customer service while prioritizing effectively to ensure excellent results, please review the job description below to further explore this exciting opportunity within Kitchener’s Financial Services Department.**Responsibilities**:
- Provides executive assistance and confidential administrative support to the CFO and the Manager of Service Coordination & Improvement.
- Maintains the calendar and meeting schedule of the CFO; arranges and reschedules meetings as required.
- Prepares materials, agendas and minutes for meetings and ensures all reports and information are submitted in appropriate format.
- Reviews reports, summarizes information, and provides to CFO. Follows up with appropriate stakeholders to seek additional information if required.
- Organizes regularly occurring internal meetings (e.g., SMT, Manager’s meetings, etc.)
- Responds to public inquiries about departmental initiatives and forwards requests to appropriate staff when required.
- Organizes and sets up offsite meetings and staff events (e.g., books rooms, orders refreshments and equipment).
- Key contributor to promoting positive team culture and team spirit within Financial Services
- Enters vacation and sick time information into the human resources management system for the CFO and management of the Financial Services Department.
- Tracks staff memberships for Department and makes payments as required.
- Processes cheque requisitions/invoices in the financial system.
- Monitors operating budget for the Office of the CFO.
- Provides backup support for other Executive Assistants within the organization.
- Performs duties in accordance with corporate confidentiality standards.
- Performs other related duties as assigned.

**Requirements**:
- 2-year diploma or 2 years in a specialized post-secondary program in a related field.
- 2-4 years of related and relevant experience including an on-the-job period of adjustment.
- Knowledge of administrative and general office procedures to prepare agendas, record minutes and compile information.
- Written and verbal communication skills to convey information accurately and appropriately to various internal and external stakeholders.
- Financial skills required when inputting and processing payments, reconciling accounts, and reviewing financial reports.
- Must be proficient in the use of software packages such as Excel, Word, Teams, PowerPoint, Adobe, Peoplesoft, financial (e.g., SAP) and human resources (e.g., Peoplesoft) reporting software.
- Ability to maintain confidentiality regarding employee issues and information to which incumbent is privy through General Manager/CFO.
- Ability to perform work with mínimal direct supervision.
- Organizational, information management, project planning, research, analytical, and evaluative skills to identify and research issues, track issues requests effectively from start to completion, and determine optimum methods to respond.
- Ability to meet deadlines; deal with competing priorities; anticipate needs; gather and compile information as requested; recommend new/revised office procedures; and maintain accurate records, data, and other information so it is logical and easy to use.
- Ability to support and demonstrate the City’s values, including equity, diversity, and inclusion and a strong commitment to end systemic racism and contribute to truth and reconciliation in Kitchener.
- Must be reliable with a good attitude and employment record.

***

**We will accommodate the needs of applicants under the Human Rights Code and Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please contact Human Resources at**
**,**
**or 519-741-2200 ext. 7261 to make your needs known, so that we can support your full and equal participation throughout the

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