Executive Assistant, Councillor's Office

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**Title**:Executive Assistant, Councillor's Office**:

- Job Close Date: Sep 18, 2024**File Number**:

- 1603

**Employee Group**:

- Mgmt Non Union

**Service Area**:

- Legal Services

**Division**:

- Clerk's Office

**Job Type**:

- Full-Time Temporary (up to 2 years)

**# of Openings**:
1

**Summary of Duties**:
Reporting to individual Councillors, and to the Manager, Legislative Services for administrative purposes, the Executive Assistant, Councillors’ Office co-ordinates the operation of the Councillors’ Office, including the provision of a variety of confidential administrative duties for the Councillors.

**Work Performed**:

- Assign and supervise the work of administrative support staff and ensure effective and efficient operation of the Councillors’ Office.
- Complete confidential and administrative functions for the Councillors as required.
- Assess incoming correspondence in conjunction with administrative staff; provide initial response or draft responses to routine inquiries and refer balance to Council Member, various levels of the civic administration, or to the appropriate external agency.
- Research, draft, review, and edit correspondence, documents and reports for the Councillors as required.
- Ensure the development and maintenance of tracking and follow-up systems for the Councillors’ Office regarding outstanding matters, reports and projects to ensure deadlines are met.
- Liaise with community groups, external agencies and senior levels of administration within and outside the Corporation for the purpose of requesting or exchanging information and data.

**.**:

- Maintain the filing system for the Councillors’ Office.
- Coordinate the Councillors’ appointments, meetings, public engagements and travel arrangements.
- Maintain and process accounts for the Councillors’ Office, and forward to the City Clerk’s Office for completion.
- Assist with the monitoring of the Councillors’ Office budget.
- Perform related duties as assigned.

**Qualifications**:

- Completion of a two-year Community College Diploma in Office Administration - Executive or equivalent.
- Five (5) years of related senior municipal office administration experience with sound knowledge of organizational structure and political framework.

**Skills and Abilities**:

- Demonstrated keyboarding skills at 60 w.p.m.
- Demonstrated customer service focus and ability to prioritize and perform duties with tact, diplomacy and confidentiality.
- Strong research, analysis, interpersonal, organizational, problem-solving and communication skills.

**Compensation & Other Information**:
$66, 961 - $87, 149

This posting is for 1 temporary, full-time, up to two-year position.

Current hours of Work: Monday - Friday from 8:30 a.m. to 4:30 p.m.

Work Arrangement: 100% On-site.

**Police Record Check**:
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