Administrative Assistant, Mayor's Office Full-time Job

Duties & Responsibilities

• Receives, screens and expedites telephone, written and in-person enquiries and determines appropriate action and provides follow-up, as required
• Provides a wide range of confidential administrative duties for the Mayor's Office.
• Assists with the scheduling of appointments and arranging meetings for the Mayor, including maintaining calendars.
• Assists with responding to invitations, including arranging for the Mayor to attend and participate at various functions.
• Performs a variety of clerical support duties including ordering office supplies.
• Coordinates and maintains confidential files and records.
• Prepares, edits, and circulates a variety of correspondence on behalf of the Mayor’s Office.
• Assists with the organization and coordination of special events hosted by the Mayor’s Office.
• Performs designated duties of the Executive Assistant, as required.
• Performs other related duties as assigned.

Qualifications

• Graduation from a recognized business college supplemented by classes in public administration or Business Administration plus three years’ related experience, including one year at a senior administrative level.
• An equivalent combination of education and experience may be considered.
• Thorough knowledge and understanding of City Divisions and their functions.
• Demonstrated ability to handle sensitive information in a confidential manner.
• Demonstrated ability in establishing and maintaining effective working relationships with a wide variety of people (government representatives, elected officials, public, media, and civic staff).
• Demonstrated strong organizational and multi-tasking skills, including the ability to handle large volumes of work and sensitive timelines.
• Ability to exercise sound independent judgement and to communicate clearly and effectively both orally and in writing demonstrating skill in adapting diverse communication techniques to evaluate situations and identify problems within established guidelines.
• Demonstrated skill in the use of MS Office suite in a Windows environment.