Executive Assistant, Corporate Affairs

Position Type:
Regular Full Time (RFT)

Closing Date:
May 8, 2025

Salary/Wage Range:
$61,424.00 - $76,780.00

Working for the City of Burlington

A great career is closer than you think. Come work for the City of Burlington, where you'll be joining an innovative and progressive workplace focused on building a 21st century city that respects the diversity of our residents, visitors and employees; and prioritizes continuous opportunities for you to learn and grow.

We don't just spend time attracting the best talent. We spend time and resources to keep the best talent. This may include: flexible working hours, mobile and hybrid working arrangements, a great pension and benefits package, as well as programs to foster innovation and leadership.

Hours of Work

35 hours per week

Department

Transformation Department

Location

Position Overview

The Executive Assistant of Corporate Affairs and Transformation Office provides high-level administrative and organizational support to ensure the smooth functioning of the Corporate Affairs and Transformation offices. This position supports communications, coordinates schedules, handles confidential information, and facilitates interactions with internal and external stakeholders. The Executive Assistant supports the delivery of strategic priorities by overseeing key administrative tasks including preparing documents, organizing meetings, and serving as a primary point of contact. The role requires professionalism, discretion, and the ability to anticipate needs, enabling the Head of Corporate Affairs and Chief Transformation Officer to focus on high-level initiatives within their respective portfolios.

Responsibilities

This position will be responsible for:- Preparing and proofreading documents, presentations, and correspondence.- Ensuring confidentiality and proper handling of sensitive information.- Keeping Head of Corporate Affairs and Chief Transformation Officer up to date on key information and providing support related to Council and Committee meetings.- Assisting in tracking and managing expense reports.- Ensuring adherence to budgetary guidelines.- Acting as a primary point of contract for internal and external inquiries directed to the Head of Corporate Affairs and Chief Transformation Officer.- Demonstrating professionalism when conveying key information, ensuring high levels of accuracy, tact, and discretion as needed-
- Analyzing information to make decisions and recommendations to the Head of Corporate Affairs and Chief Transformation Officer.- Handling initial customer inquiries and route them to the appropriate department.- Maintaining a positive image in interactions with customers and stakeholders.- Assisting in the planning and coordination of departmental meetings and events.- Preparing meeting materials, agendas, and minutes as necessary.- Managing meeting logistics to ensure the Head of Corporate Affairs and Chief Transformation Officer are well-prepared ahead of time.- Collaborating with internal and external partners to advance work and support departmental initiatives.- Staying informed about industry trends and leading practices as well as significant initiatives related to the Corporate Affairs and Transformation departments.- Demonstrating flexibility in handling various administrative tasks and assignments.- Prioritizing and managing multiple tasks effectively to ensure deadlines are met.- Anticipating needs and proactive address administrative requirements.- Using various methods to keep Head of Corporate Affairs and Chief Transformation Officer organized and on task.

Requirements

Accommodations

if you require accommodation to ensure your equal participation in the recruitment and selection process.

Note to Applicants: