Executive Assistant

Company Biography
The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents. The Corporation's seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services. Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.
Position Overview
The Executive Assistant will provide executive level administrative and clerical support to the assigned General Manager(s) (GM) in a wide range of operational, policy, and program related matters.

**Responsibilities**:
**Administrative/Clerical Duties**:

- Prepare, copy and distribute confidential divisional correspondence, reports, policies, etc. (i.e. County Council Reports)
- Maintain confidentiality
- Track and follow-up of Council motions in a timely manner
- Prepare and/or edit reports to Council through software
- Develop and implement administrative procedures stated
- Organize and maintain the divisional and GM's own filing system in accordance with The Ontario Municipal Records Management System (TOMRMS)
- Record minutes of meetings and ensures timely distribution
- Input and edit submissions to County/Divisional Website and social media platforms
- Maintain and update the divisional and department organizational charts
- Process incoming and outgoing mail on a daily basis
- Track status, follow-up, and assist in finalizing of staff performance appraisals
- Respond to inquiries from staff and outside organizations, including other levels of government (i.e. Provincial, Federal, etc.)
- Create, format and maintain various documents
- Divisional specific tasks including prepare the annual budget, review and distribute insurance reports, submit requisition forms, process Accounts Payable/Receivable and Cash Receipting, coordinate insurance related communication, filing and reporting, responsibility for divisional policies and procedures, and other tasks as assigned

**Communication**:

- Act as the main point of contact for the GM on communications matters
- Communicate on behalf of GM to Committee Members, Departmental Managers, general public including Provincial, Federal and other reporting bodies
- Relied upon to recall information, events, or reports of a pertinent nature
- Prioritize and direct phone calls

**Planning & Coordination**:

- Coordinate meetings, conference calls, and events for the GM and Division
- Arrange travel plans for out of town meetings/conferences (i.e. reservations, registrations etc.)
- Coordinate with other County of Lambton Departments/Divisions related activities on behalf of the Division, including paperwork associated with new hires, terminations, retirements etc.
- Review, circulate and organize corporate committee reports

**General**:

- Incumbents must keep up-to-date on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed
- Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the position's Physical Demands Analysis

These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Supervision Requirements

**Direct Supervision**: None

**Indirect Supervision**: None

**Functional Authority**: None

**Qualifications**:
**Minimum Formal Education**:

- A 2 year Community College Diploma/Certificate (Executive Office Administration)

**Experience**:

- 3-4 years of experience as an Administrative Assistant to a managerial position
- Experience in the public sector is an asset
- Proficient working in Microsoft Office programs and any other software required by the Division
- Must possess diplomacy, tact and communication (verbal and written) skills
- Must exhibit professionalism, discretion and political acuity.