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Confidential Secretary
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**Position Overview**:
The hours for this position will be a maximum of 55 hours every two weeks. The schedule could fluctuate depending on the needs of the office.
**Principle Duties & Responsibilities**:
- Responsible for providing superior administrative support to the Mayor, City Council and
Executive Assistant with additional support to the City Manager’s Office and Executive
Leadership Team.
- Responsible for calendar management and meeting coordination within the Mayor and/or
City Manager’s work schedules.
- Support planning and execution of meetings and events on behalf of the Mayor, City
Council and/or City Manager including scheduling, booking of facilities/boardrooms, set
up, catering arrangements and all related planning.
- Manage office correspondence with an understanding of prioritizing action of emerging
issues and time-sensitive material.
- Prepare awards of merit, proclamations, mayor messages and advertisements.
- Maintain records management systems for the storage, retrieval and disposal of physical
and electronic records.
- Complete corporate record searches in response to Access to Information requests under
The Local Authority Freedom of Information and Protection of Privacy Act (LAFOIP).
- Respond to a wide range of issues including inquiries received from City Council,
stakeholders and the public, determining appropriate action with follow-up as required.
- Compose, edit and distribute professional business correspondence through effective
written communication.
- Accurately transcribe meetings to summarize discussions and identify actionable
outcomes.
- Maintain an accurate Bring Forward system for tracking and monitoring of deadlines,
tasks, events and future commitments.
- Coordinate registration, travel and accommodation arrangements for conferences,
conventions, forums and other external meetings as required.
- Process invoices, credit card statements and expense claim forms.
- Coordinate the maintenance of office equipment, delivery and sorting of daily mail and
ordering of office supplies.
- Perform other related duties as assigned.
**Required Qualifications**:
- Diploma or Certificate related to office education from a recognized post-secondary
institute.
- Minimum three (3) years of related experience supporting senior leaders, preferably in a
political or executive setting.
- Exceptional written and verbal communication skills, including experience drafting
correspondence.
- Extensive experience performing a wide range of administrative skills, including calendar
management, meeting preparation, report review, minute taking, and travel coordination.
- High level of proficiency in office software including MS Word, Outlook, Excel, PowerPoint
and Adobe Acrobat.
- Must possess the ability to work effectively with elected officials, representatives of other
levels of government, stakeholders, management, peers, staff and the general public.
- Knowledge of City functions and structure would be an asset.
