Executive Assistant to The City Manager

**People, Place, Prosperity**:
**Job Profile**:

- The Executive Assistant (EA) to the City Manager provides high-level administrative, strategic, and operational support to the City Manager and their direct reports. This role requires exceptional organizational skills, political acumen, and the ability to manage sensitive and complex matters with discretion and professionalism. The incumbent plays a key role in governance, financial administration, project coordination, and corporate risk management, while also leading and mentoring the Administrative Leadership Team.

**What you will be doing**:

- **Organizational Skills**: Manages the City Manager’s business schedule and anticipates needs, takes initiative to obtain details and works independently. Drafts and edits material such as presentations, spreadsheets, graphics and reports as required. Coordinates committee meetings including specialized and politically sensitive committees. Provides administrative support for the City Manager’s direct reports as required.
- **Political Acumen**: Recognizes politically sensitive and/or confidential issues and brings matters to the attention of the City Manager. Always maintain professional discretion and demonstrate the ability to triage concerns/issues and negotiates/facilitates scheduling, reporting and the necessary follow up.
- **Administration and Governance**: Represents the department on committees as directed. Assists the department with reports to Council, the corporate strategic plan and department business plans. Ensures documents comply with city standards, including accessibility standards, and meets deadlines. Liaises and exchanges information with other departments and external parties. Works with EAs to create weekly council agenda forecasts used by the offices of the Mayor and Council and the Clerk.
- **Financial Administration**: Participates in the annual budget exercise, prepares forecast change reports and reconciliations, and works with the budget analyst to address budget variances. Prepares and processes payment requests for the department (and its divisions as required). Oversees signing authority for functional responsibilities at appropriate levels, purchase orders, requisitions, etc. for all departments within the Corporation.
- **Strategic Understanding**: Identifies continuous improvement opportunities in the department and promotes corporate values. Conducts research and analysis to identify and support improvement opportunities. Coordinates events related to training and information sessions for the department and the Administrative Professionals’ Team as well as identify specialized training in collaboration with management and supervisory staff in the department.
- **Project Administration**: Acts as project coordinator on special projects as identified, tracking project schedules, task deadlines, milestones, project reports; coordinating project meetings with project stakeholders; and liaises with consultants and service providers as directed by project managers. Collaborates with the Corporate Transformation and Citizen Services Division, sharing business analytics and reporting as required.
- **Risk Management**: Supports the corporation in identifying and coordinating risk management activities, inventories and departmental risk management plans.
- **Administrative Leadership Team**: Provides leadership, mentorship and strategic direction to the Corporation’s Administrative Leadership Team and the Administrative Professionals’ Team, maintaining consistency in policies and processes, while expressing the corporate leadership team strategic vision. Ensures that the Administrative Leadership Team (and the Administrative Professionals’ Team as required) understands the political environment of the corporation. Provides support and acts as a resource to the full membership of the Administrative Professionals Team. Lead and support solutions approved by the leadership team. Facilitates open communication and transparency.
- **Other duties include but are not limited to**: Special projects; administrative support to outside committees/organizations; facilitating and guiding the departmental records management procedure, managing cityONE time off requests for direct reports to the City Manager and is a content contributor for the City of Cambridge website.

**Education**:

- Three-year College Diploma in Business, Project Management, Executive Assistant Program, Administrative Assistant Program, Office Administration Executive Program.

**Experience and Knowledge**:

- A minimum of five (5) years of progressively responsible experience in senior-level administrative roles, demonstrating expertise in project coordination and management.
- Experience in the public sector and supervisory responsibilities is considered an asset.

**We will ask you for these items if you are hired**:

- Proof of your current and valid certificate(s) and/or educational qualifications.
- Worker Health and