Executive Assistant, Mayor's Office Full-time Job

Duties & Responsibilities

• Provides senior professional and confidential administrative support services for the Mayor’s Office.
• Facilitates process for Mayor’s Office transparency protocols and reporting requirements.
• Administers and assists with special projects and events hosted by the Mayor’s Office.
• Participates in orientation and training of administrative staff.
• Coordinates, organizes, and assigns the work of administrative staff.
• Prepares and processes a variety of procurement documents in SAP, including Purchase Requisitions, Goods Receipts, and Service Entries, and coordinates payment of travel expenses, car allowances with Accounts Payable.
• Oversees the preparation and monitoring of the Mayor’s Office operating budget.
• Coordinates travel arrangements for Mayor and Mayor’s Office staff.
• Coordinates and maintains an effective and efficient file system of personnel and payroll records.
• Ensures the Mayor’s Office follows all corporate policies and administrative procedures.
• Liaises with City Clerk’s and City Manager’s Offices to ensure consistency and communication regarding City Council business.
• Performs other related duties as may be required.

Qualifications

Education, Training and Experience Requirements

• Degree in Public or Business Administration or related discipline with a minimum of two years’ progressively responsible related experience OR graduation from a recognized business college in business administration or a related field with five to seven years progressively responsible related experience.

Knowledge, Abilities and Skills

• 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 strong organizational and multi-tasking skills, including the ability to handle large volumes of work and sensitive timelines.
• Demonstrated ability to conduct research on topics as needed and provide summary reports.
• Demonstrated ability to handle sensitive information in a confidential manner.
• Demonstrated initiative, resourcefulness, and the ability to work independently within established policies and procedures.
• Demonstrated ability to provide high level of executive support service in complex and demanding circumstances.
• Demonstrated ability in establishing and maintaining effective working relationships with a wide variety of people (government representatives, elected officials, public, media, and civic staff).
• Thorough knowledge and understanding of municipal, provincial and federal governance and an extensive knowledge of municipal policies, procedures and bylaws.
• Considerable knowledge of protocol associated with municipal government. Considerable knowledge of the principles of office management and modern office systems, methods and procedures.
• Ability to plan and coordinate work of support staff.