Executive Assistant | Legislative Services

1 month ago

Petrolia, Canada The Corporation of the County of Lambton Full time

Position Overview

The Executive Assistant | Legislative Services supports the offices of the Chief Administrative Officer and the Municipal Clerk. This role will coordinate and manage executive scheduling, prepare, and organize important legal and strategic materials and plans, and support department and council meetings and the preparation of materials. The dynamic nature of this role requires that the ideal candidate has exemplary time management skills and the ability to identify and anticipate the needs of the offices they support. The role must interact seamlessly and with a professional demeanour across a broad range of individuals including the CAO, Municipal Clerk, Senior Management Team, Elected Officials, and other support staff.

Duties and Responsibilities

•Support the offices of the CAO and the Municipal Clerk (manage schedules, organize and prepare for meetings, including gathering documents and attending to logistics of meetings, handle printing, mail, copying, filing, and /messages etc.)
•Council and Committee of Council administration support (prepare Council Chambers and MacFarlane room for meetings, prepare by-laws and minutes for signature, arrange for catering, when necessary, serve as staff liaison or recording secretary when required).
•Planning and development administrative support.
•Oversee scheduling calendar of meetings held within Victoria Hall (Council Chambers, MacFarlane Room, Lobby area etc.)
•iCompass support (provide support to Directors and Elected Officials, liaise with iCompass to resolve any operational concerns, enter Reports to Council, Agenda & Minutes when necessary).
•Office supply management.
•Assist with licensing and vital statistics.
•Assist with filing and records retention.
•Other duties as assigned.

Qualifications

•A detail-oriented self-starter with prior experience in administrative support.
•Exhibits sound judgment with the ability to multitask, prioritize and make decisions and at times adapt to challenges associated with a busy work environment.
•Effective planning, time management, proof reading, research, analytical reasoning, and problem-solving skills.
•Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel). Knowledge of Keystone Software, iCompass, and TOMRMS an asset
•Diploma in Executive Office Administration or related discipline, required.
•Diploma in Municipal Administration (MAP) or greater, an asset.
•5 + years of experience as an Executive Assistant, required.
•2 + years of experience with records management and retention.
•Knowledge of municipal government processes and parliamentary procedures, experience in a Municipal Environment and with municipal elections, an asset.
•Knowledge of the Municipal Act, Municipal Elections Act, Municipal Freedom of Information and Protection of Privacy Act, an asset.

How to Apply

Full Job Description can be requested from Jess Smith at 411 Greenfield Street
Resumes to be submitted in confidence no later than 4:30 pm on Friday June 7, 2024.

Resumes clearly marked “Executive Assistant | Legislative Services” to be directed to:
Town of Petrolia - 411 Greenfield Street
Petrolia, Ontario N0N 1R0
or electronically to: jsmith@petrolia.ca

The County of Lambton is an equal opportunity employer servicing our diverse communities. The County of Lambton is committed to providing accommodations for people with disabilities. If you require an accommodation, we will work with you to meet your needs. This information is available in an alternative format upon request, to accommodate individuals with a disability. Although we appreciate all applications, only those selected for an interview will be contacted.

Personal information required by this posting/advertisement is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act, 1990, CHAPTER M.56, as amended. The treatment, storage and handling of personal information is governed by the Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, CHAPTER M.56, as amended and will be used in reviewing applications. Questions about this collection should be directed to the Corporate Manager, Human Resources,

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