Communications and Executive Assistant

**Communications and Executive Assistant**

**Corporate Services**

**Part-Time, Temporary (12-18 Months)**

**November 1, 2024**

**Position Overview**

Reporting to the Communications Manager, the Communications and Executive Assistant is an exempt, professional level position that supports the planning, development, coordination, and delivery of the City’s internal and external communications and provides executive-level administration assistance to the CAO. This role is responsible for executing a range of confidential responsibilities carried out under strict deadlines.

This individual provides a broad range of coordination for the organization including public communications and engagement, required civic-advertising, social media and website management, supporting media relations, and the development and updating of content, templates and materials.

They also provide confidential communication support for the department including coordinating meetings, preparing background information and reference material, and coordinating process development work to empower improved internal and external communication and collaboration under the direction of the Communications Manager.

**Duties and Responsibilities**
- Promotes awareness of programs, services and events offered by the City of Fernie through the development of communication campaigns, strategies, and initiatives.
- Updates and monitors the City’s website and social media channels. Prepares and refines content on these mediums while collaborating with City departments.
- Produces written and visual content for the city that may include news releases, web content, social media posts, backgrounders, briefing notes, speaking notes, FAQ documents, reports, promotional materials, newsletter content, and general messaging.
- Acts as a media liaison coordinating media response messages and directing inquiries to the appropriate person or agency and organizing interviews.
- Plans and facilitates in-person or online engagement events, working with relevant departments and implementing best practices to provide positive engagement experiences, gather information, and inform target audiences.
- Coordinates and assists in delivering City and annual corporate events. This requires leading or participating in event planning, providing organizational and logístical support and coordinating with guests, stakeholders, media and additional levels of government.
- Assists in professionally managing the City of Fernie’s brand and updating and implementing communication templates for use by other staff.
- Supports the Communications Department with coordination requirements, Annual Municipal Report preparations, and customer service program.
- Provides backfill for the Communications Manager as requested.
- Supports departmental clerical work including maintenance of records, department correspondence, updating website content and other executive administrative assistance, as required.
- Provides administrative assistance to the department and CAO. This includes support for developing, amending, finalizing and filing administrative policies, procedures, agreements, and contracts.
- Works in accordance with the City of Fernie’s Safety Management System.
- Other duties as assigned.

**Minimum Qualifications**

**Required Qualifications**
- Degree or diploma in Communications, Journalism, Business Administration, Public Administration, or related field.
- Two years’ experience in a communications specialist or administrative role, preferably in a municipal setting.
- Proficient in Microsoft Office programs (Word, Excel, Outlook, PowerPoint).
- Familiarity with Canva or other visual production tools would be considered an asset.
- Experience with online communications technologies including social media and content management systems.

**Knowledge, Skills & Abilities**
- Strong writing and proofreading skills with an audience-first orientation.
- Basic familiarity with IAP2 public engagement strategies, techniques, and approaches.
- Comfort with coordinating communications designed to support multi-partner projects.
- Ability to coordinate meetings and the provision of information to support multiple internal and external stakeholders.
- Understands the fundamentals of media and public relations.
- Time management skills with the ability to prioritize and meet deadlines often under strict time constraints
- Ability to work independently and as part of a team with adaptability.
- Critical thinking skills with an ability to proactively troubleshoot.
- Handle highly sensitive and confidential issues with tact, diplomacy, and a strong ethical approach.
- Sound analytical thinking, planning, prioritization and execution skills.
- Strong attention to detail and accuracy in all work.

**ACKNOWLEDGEMENTS**

The above description reflects the general details considered necessary to describe the principal functions and duties as required for proper evaluation of the job