Administrative Assistant, Mayor’s Office

1 week ago

London, Canada City of London Full time

**Summary of Duties**
Reporting to the Chief of Staff, the Administrative Assistant provides a wide variety of confidential administrative, customer service, and clerical duties within the Mayor’s Office. The Administrative Assistant is the first contact for all in-person visitors and in-bound communication within the office. This is a term contract position.

**Work Performed**
- Assist with the appropriate redirection of inquiries by understanding the various City of London service areas, divisions, and services provided to the public.
- Answer the phone and front counter and redirect to the appropriate service area or assist when able.
- Understand and adhere to Municipal Freedom of Information Privacy and Protection Act (MFIPPA) guidelines when assisting residents who seek assistance from the Mayor’s Office.
- Retrieve all phone messages at regular intervals throughout the day with the first retrieval at the beginning of each day, respond and redirect as needed.
- Arrange appointments, maintain the Mayor’s calendar and advise the Administrative Coordinator of conflicts.
- Create certificates for events and coordinate with Councillors for signatures as needed.
- Manage all office filing systems including creating labels for files and outgoing mail.
- Prepare bio notes on guests to Council every two weeks as needed.
- Track Mayor’s mileage each month.
- Order food for meetings as needed.
- Maintain and update the area’s internal phone directory.
- Assist with collecting and compiling data for presentations and reports.
- Provide assistance throughout the Mayor’s office. Provide vacation or absence coverage to the Administrative Coordinator.
- Demonstrate commitment to anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment.
- Assist the Mayor with miscellaneous requests and undertake various special projects related to the Mayor’s Office.
- Demonstrate commitment and adherence to Health and Safety legislation and programs; and actively promote a culture of safety within Service Area.
- Adhere to the City of London policies and procedures to include the Employee Code of Conduct.
- Perform related duties as assigned.

**Qualifications/Experience**
- Two year Community College Diploma in Office Administration - Executive or equivalent.
- Minimum four years of related administrative experience or an equivalent combination of education and related professional and lived community experience.
- Experience in a municipal government environment an asset.

**Skills and abilities in the following areas are necessary**:

- Demonstrated ability to provide customer service in a high-volume environment.
- Excellent oral and written communication skills.
- Ability to stay organized in an environment requiring management of several priorities.
- Initiative to work with mínimal supervision.
- Good judgement and the exercise of discretion when dealing with confidential matters.
- Proven ability and initiative to work with mínimal supervision and with the utmost discretion.

**Compensation and Other Information**
$50,889

This is a contract position within the Mayor’s Office at City Hall. This position is being filled on a temporary basis up to November 30, 2026.

Job Reference: COL01426

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