Executive Assistant

1 month ago

Regina, Saskatchewan, Canada City of Regina Full time
Job Title: Executive Assistant

We are seeking a highly skilled and motivated Executive Assistant to join our dynamic team at the City of Regina. As an Executive Assistant, you will play a key role in supporting the Deputy City Manager (DCM) of Communications, Service Regina & Tourism.

Key Responsibilities:
  • Manage the DCM calendar through collaboration, prioritization, and scheduling.
  • Manage various interactions at all levels, from internal staff, City Council, residents, and business partners, keeping the DCM's perspective in mind.
  • Assemble and provide information packages for the DCM, as well as committees and groups – files, reports, correspondence, and background materials.
  • Provide logistical support, such as confirming meeting space, preparing agendas, assembling materials, ensuring notices and information packages are distributed as required.
  • Coordinate the flow of information for interdivisional meetings and materials.
  • Build and maintain relationships between and across divisions and external organizations.
  • Exercise professionalism and confidentiality in relation to needs of all customers, with a high degree of exceptional customer service.
  • Prepare and assemble necessary background material and files, attend meetings to take notes and prepare follow-up correspondence.
Requirements:
  • Our preferred candidate will have a depth of senior-level administration experience, with a minimum of five (5) years providing direct executive leadership support.
  • Extensive experience using word processing, spreadsheets, presentations, email, and related office administration software is essential.
  • Knowledge of basic accounting functions.
  • Possesses a high degree of digital literacy, fluent in the full suite of Office 365 applications.
  • Proficient in composing correspondence from general instructions or in response to written inquiries.
  • Skilled in typing, proofreading, and highlighting various materials, including committee reports, general correspondence, and other documents.
  • Excels in relationship building and communication.
  • Possesses exceptional interpersonal skills.
  • Exhibits strong organizational skills and meticulous attention to detail.
  • Takes a proactive approach to executive administration.
  • Demonstrates sound judgment.
  • Understands the importance of urgency and acts accordingly.
  • Maintains confidentiality and understands the pivotal role of an Executive Assistant within the organization.
  • Demonstrates high confidence and the ability to work independently in a dynamic and time-sensitive environment.
Additional Requirements:
  • Successful candidate may be required to obtain and provide a satisfactory criminal record check, as per the City of Regina's Criminal Record Check Policy.
  • Successful candidate will be required to provide proof of acquired education.
  • Additional assessments may be conducted to evaluate competencies, knowledge, skills and abilities.

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