Temporary - Cao - Executive Assistant to The Cao

**Position**: Temporary Executive Assistant to the CAO and the Mayor (for up to 12 months)
**Salary**: Grade 6, Non Union ($74,529 to $87,189)
**Reports to**: Chief Administrative Officer
NOTE, this posting closes end of day Friday, November 15, 2024.
**Purpose of Position**:
The Executive Assistant to the Chief Administrative Officer, Mayor and individual members of Council performs executive administrative, research, implementation support and coordination for the CAO’s office. The Executive Assistant maintains and prepares confidential records and correspondence, undertakes research and the coordination of special projects, prepares briefing notes, schedules meetings and organizes presentations.
The position requires a high level of confidentiality, sound judgment, tact, diplomacy, an understanding of the organization’s strategic priorities and the ability to thrive in a fast-paced environment. Considerable independence of action and judgement is required when providing administrative support and when dealing with officials, department heads, employees and the general public.
**Qualifications & Experience**:

- 3 year university in areas such as business administration, public administration, communications or executive administrative assistant program.
- 4 years of experience at a senior professional support level or an equivalent combination of education and experience in related areas may be considered.
- Experience must include handling and maintaining confidentiality when handling sensitive information.
- Experience in municipal office environment is preferred.

**Knowledge & Skills**:

- Effective oral and written communications skills
- Excellent customer service skills preferably in a public service or municipal environment.
- Strong analytical, problem solving, decision making, research, minute taking typing/formatting skills.
- Strong time-management and organizational skills with a keen sense for accuracy and attention to detail.
- Familiar with municipal legislation and general business practices and protocol.
- Understanding of project management processes and activities
- Ability to prepare reports, correspondence, presentation material and Council reports;
**Major Responsibilities**:

- Coordinate the CAO's calendar by determining priorities and urgent situations under the direction of the CAO, scheduling meetings or time, and making changes and adjustments.
- Coordinate the Mayor’s calendar by determining priorities and urgent situations, scheduling meetings or time, and making changes and adjustments.
- Screen incoming phone calls and visitors to determine the nature and priority of the inquiry or request, including media requests.
- Provide a bridge for smooth communication between the CAO and Corporate Leadership Team, demonstrating leadership to maintain credibility, trust, and support with the Corporate Leadership Team. Maintain accessibility and availability of CAO’s schedule i.e. gatekeeper
- Identify emerging issues for the CAO and, determines their urgency/priority, gathers and compiles background information.
- Respond to inquiries and queries concerning municipal matters and procedures.
- Prioritize and redirect requests to appropriate departments or individuals within the organization, ensuring efficient resolution and timely responses.
- Arrange meetings and events with a variety of participants and coordinate the logistics and manage schedules.
- Monitor, track goal progress and update the Strategic Plan as required. Supporting the development of long-term organizational strategy. - Assist in works that will further the progress of the Strategic Plan and monitor the execution of the Strategic Initiatives.
- Facilitate the preparation of materials for meetings, such as reports and background/briefing materials.
- Prepare Corporate Leadership Team meeting agendas and minutes as well as other leadership meeting agendas and minutes.
- Coordinate all aspects of internal and external meetings for CAO, Mayor, Council and Corporate Leaders, including logistics, agenda preparation, attendance tracking, meeting materials, and minute-taking.
- Compose or prepare routine and non-routine correspondence, based on information or notes provided, for the approval and signature by the CAO.
- Coordinate and book events on behalf of CAO, Corporate Leaders and Council and add all details to individual calendars.
- Proofread and/or edit various forms of draft correspondence including letters, memos and reports, media releases and other communications.
- Prepare reports indicating related activities and progress towards goals and objectives.
- Update CAO and Capital Project Tracking Assignments in consultation with the Corporate Leaders.
- Support the CAO in various special projects, research initiatives, and ad hoc assignments.
- Conduct background research, compile data, and present findings/recommendations in a clear and concise manner.
- Make travel arrangements and completes all relat