Executive Assistant

Mayor, Council and Intergovernmental Relations Team

1 Regular Full-Time

About Us

One of BC’s Top Employers, the City of Coquitlam offers meaningful career opportunities to make a difference within the local community. As the sixth largest city in BC, we are home to more than 150,000 residents. Our diverse municipality is a great place to work as it continues to grow through innovative urban design, inspiring arts, culture and recreation programs, and state-of-the-art transportation systems. Our brand is built on managing our resources in a responsible and sustainable manner, while supporting a vibrant, growing regional urban centre. We envision a bright future in Coquitlam that we hope includes you

About You / What We Are Looking For

The accountabilities of this position require the Executive Assistants to:

- Manage the day to day operations of the office of the Mayor.
- Receive and distribute incoming public inquires and determines appropriate City recipient for follow up, both general and confidential in nature.
- Liaise and communicate with general public, internal and external partners, Provincial, Federal and regional governments contacts as required.
- Organize appropriate materials for meetings, conferences and appointments.
- Promote positive relationships with the general public, community organizations, Council, City staff, and other stakeholders.
- Coordinate and book all functions, travel arrangements, hotel accommodations, car rentals, mileage and registrations for conferences and seminars for Mayor, Council and the Intergovernmental Relations Team
- Prepare expense reports, purchase orders and process invoices for payment.
- Assist with special projects and initiatives as requested.
- Develop and refine administrative systems to maximize efficiencies and recommend process improvements.
- Draft correspondence of a general nature for the Mayor’s or Council members’ signature, when required.
- Participate in various staff or internal committee meetings, including taking notes or minutes, and conduct general research as required.
- Ensure the confidentiality of the Mayor's business matters by personally maintaining all files and typing all confidential correspondence.
- Liaise and collaborate with the City’s Leadership Executive Assistants.

Qualifications

Undergraduate degree or diploma in Public/Business Administration or related field and computer courses with advances skills in Microsoft Office Software including Word, Excel, PowerPoint and other software related to the role.

A minimum of three to five years related Local government experience is preferred, or equivalent of education and experience.

Knowledge, Skills and Abilities
- Demonstrated ability to act with tact, discretion and a high degree of judgment in managing highly confidential, sensitive or political matters.
- Superior written and verbal communication skills.
- Advanced administrative skills including ability to write reports, speaking notes, response letters, and briefing notes.
- Strong demonstrated ability to coordinate, prioritize, and manage multiple requests to meet required objectives and deadlines.
- Ability to embrace and thrive in a dynamic, fast-paced work environment.
- Strong attention to detail and superior accuracy of work.
- Proven ability to establish and maintain effective working relationships with various internal and external partners.
- Strong ability to foster a collaborative team environment.
- Knowledge of local government legislation and practices.
- Demonstrated ability to provide excellent service to both internal and external customers.
- Strong knowledge of best practices for document management.
- Ability to establish and maintain effective relationships and communications with the general public, staff, and external agencies.
- Excellent conflict resolution skills and ability to de-escalate challenging situations.

What We Offer:
This excluded position has an annual salary range of $93,112 - $100,711. The rate of pay is based on a variety of factors including qualifications, knowledge, experience and skills.

You will have the chance to join a rapidly growing and diverse team dedicated to supporting the local community, and be able to engage in variety of learning and development opportunities. Additionally, there is an opportunity to participate in a flex day program. This position is based in Coquitlam with some flexible, hybrid work options available. The City offers an attractive vacation and extended benefits package, including the ability to contribute to the Municipal Pension Plan.

Accessibility / Equal Opportunity Employer

The City of Coquitlam is proud to be an Equal Opportunity Employer working towards enhancing equitable practices in our recruitment and retention processes. As an organization we are committed to creating an inclusive work environment to support our growing and diverse work force. To learn more about what equity, diversity, and inclusion means, and the Cit