Administrative Professional
6 days ago
Job Summary:
The City of Regina is seeking a highly skilled and motivated Executive Assistant to join our dynamic team. This is a great opportunity for an administrative professional with strong interpersonal skills, a decisive nature, and the ability to work independently.
Key Responsibilities:
- Manage the Deputy City Manager's calendar through collaboration, prioritization, and scheduling.
- Manage various interactions at all levels, from internal staff, City Council, residents, and business partners, keeping the Deputy City Manager's perspective in mind.
- Assemble and provide information packages for the Deputy City Manager, 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.
Key Qualifications:
- 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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