Administrative Assistant

Pointe-Claire is a city with a population of 34,000 located along Lac Saint-Louis and forming part of Greater Montreal. Recognized for its lifestyle, Pointe-Claire also has a distinctively rich architectural and historical heritage and provides services of outstanding quality to its population. Dedicated to the life of its citizens, the City's mission is to ensure that the quality of its social, cultural and economic environment is maintained for citizens today as well as future generations.

**Description**:
Reporting to the City Manager, the jobholder is responsible for ensuring the proper functioning of the City Manager’s Office, in close collaboration with the City Manager.

**Departmental mission**:
In keeping with City Council’s directions and policies, to plan, guide, monitor, and optimize the organization’s activities, in compliance with laws and regulations, in order to establish effective, respectful relationships between the City and the community.

**General responsibilities and goals**:
The jobholder will be responsible for the following tasks
- Assist the City Manager in the mission to plan, organize, conduct and control the City’s activities and resources.
- Coordinate and ensure the administrative functioning of the City Manager’s Office and, on occasion, the Mayor’s Office.
- Coordinate the City Manager’s agenda, organize and plan appointments, meetings, transportation as well as telephone and video conferences.
- In collaboration with the Legal Affairs Department and City Clerk’s Office, coordinate the preparation of agendas and notices for administrative meetings and regular and extraordinary City Council meetings.
- In collaboration with the Mayor’s Office, receive requests for information, complaints or requests from Council members and follow-up with municipal departments and citizens, if needed.
- Represent the City Manager’s Office with City’s department managers and stakeholders, as well as with representatives of external organizations as needed.
- Act as the administrative liaison with other city managers’ offices and, at the government level, with ministerial offices with which the City is in contact or has interactions.
- Coordinate meetings and activities of the City’s Executive Committee, attend meetings in order to record decisions and recommendations and ensure follow-up.
- Conduct research, gather and collate information, data and documents from internal or external sources to develop and complete files for the City Manager’s Office, or occasionally to support the City’s department managers on specific files.
- Write reports, articles and recommendations to City Council, or draft letters for the City Manager’s Office, in collaboration with the City’s departments or external professionals or consultants, when required.
- Keep a constant and close eye on the files and documents of the City Manager’s Office to track their progress and completion within deadlines.
- May be called on to supervise and coordinate the work of one to three employees.
- Perform any other related tasks.

**Job requirements**:
The jobholder must have a diploma of college studies or in a study program deemed relevant. The jobholder must also be proficient in the Microsoft Office suite. Six to nine years’ experience in a similar position is required. Excellent knowledge of French and English, both spoken and written, is essential for drafting and presenting complex and highly specialized texts. The jobholder must be able to work well under pressure, and demonstrate adaptability, autonomy, thoroughness and team spirit.

**Schedule**:
35 hours per week

**Footnote**: