Administrative Assistant

**SUMMARY**

Reporting to the Chief Administrative Officer (CAO), the individual in this position supports the Office of the Mayor and the Chief Administrative Officer by organizing, planning and coordinating administrative activities. The incumbent facilitates communication between City Council members, management, staff, public interest groups, the general public and government bodies.

Once they have fulfilled their primary duties, the incumbent may also be asked to support members of the management team with other administrative tasks.

**DUTIES AND RESPONSIBILITIES**

**1. Administration of files and schedules**
- Administer complex and confidential files, edit, revise and produce documents (letters, reports, tables, lists, forms), working independently or with limited direction, ensuring quality, distribution and follow-up
- Organize files and information to ensure orderly and secure storage
- Receive, process and distribute mail based on importance, and forward it to the appropriate individuals
- Coordinate the schedule, select priorities and anticipate scheduling conflicts for the mayor, and support the CAO in managing deadlines
- Inform organizers of public activities and events of the presence of City Council members
- Handle business travel logistics (booking of air tickets, hotels, etc.)
- Represent City Council and the CAO on working groups and at public events and other activities, as required
- Provide the necessary resources to municipal spokespersons for their activities
- Organize meetings: booking rooms, convening participants, arranging for catering, providing support during meetings, preparation of agendas, drafting minutes and conducting follow up with the individuals involved
- Follow up with government bodies, other municipalities, organizations and public interest groups

**2. Management of requests and complaints**
- Respond independently to information requests addressed to the Office of the Mayor and the Chief Administrative Officer
- Gather and summarize the necessary information, then propose solutions to meet the needs of management, staff, public interest groups, the general public and government bodies, while ensuring appropriate follow-up
- Screen telephone calls, provide municipal departments and the public with general information on municipal activities, direct calls to the appropriate individuals and follow up on queries
- Produce a monthly summary of requests, complaints and actions taken, and report to supervisors to support decision-making and administrative follow-up

**3. Other activities and responsibilities**
- Provide administrative support to the deputy chief administrative officers of each division
- Coordinate the logístical details of meetings with executives and managers
- Help organize conferences and meetings in which the City of Dieppe is a participant or host
- Create and maintain an up-to-date list of municipal stakeholders, in particular for coordinating invitations to public consultations and events
- Create and maintain a guest list for official ceremonies and events, coordinating invitations and tracking attendance
- Welcome, inform, direct and guide members of the public, according to the purpose of their visit to City Hall
- Perform any other tasks required for the smooth running of activities

**MINIMUM REQUIREMENTS**

**Education**
- College diploma in office administration technology or any other field of study deemed relevant to the job

**Experience**
- Three (3) years’ experience as an executive assistant
- Experience at the municipal level and/or with other governmental or political bodies (significant asset)

**Knowledge**
- Excellent command of spoken and written French and English
- Sound knowledge of municipal organizational structure, functions, procedures and bylaws (asset)
- Extensive knowledge of Microsoft Office (Word, PowerPoint, Excel, Outlook)
- Ability to produce reports, analyze data and prepare professional presentations
- Knowledge of specialized tools such as VISIO for project management and visualization (asset)

**Skills**
- Rigorous work ethic, a keen sense of organization and a strong ability to adapt in a constantly evolving environment
- Ability to set priorities and meet deadlines
- Strong ability to understand, interpret and explain administrative procedures, policies and regulations
- Ability to work under pressure, individually and as part of a team
- Political acumen and the ability to handle criticism from clients
- Attention to detail, and a keen interest in maintaining accuracy and precision
- Ability to manage multiple files simultaneously
- A caring and adaptable approach, combined with excellent listening skills and the ability to connect with others easily
- Ability to deal effectively with political complexity and different perspectives, particularly in interactions with City Council and stakeholders
- Positive attitude with respect to the interests of the municipality and the community in general
- Phys