Executive Assistant Full-time Job

Job Summary

This position provides a high standard and professional level of confidential administrative and executive secretarial support to the City Solicitor and the management team of the department.    

Duties & Responsibilities

• Provides confidential administrative and executive secretarial support to the City Solicitor and the related management team.
• Coordinates all administrative aspects for the City Solicitor, including scheduling appointments, processing mail and other documentation, maintaining the City Solicitors filing system, and arranging meetings and travel details.
• Researches, assembles, proofreads and edits reports and correspondence pertaining to City Council and Committees of Council. Provides guidance to report writers in the City Solicitors office, ensuring corporate standards and governance structure are met and adhered to. 
• Conducts policy research and prepares materials including reports for the City Solicitor, City Clerk, City Administration, City Council and Committees of Council under the supervisor of the City Solicitor. 
• Receives, monitors and coordinates appropriate action for responses to Councillor and senior administrative leader inquiries.
• Receives, screens and expedites telephone, written and in-person inquiries from the public and internal staff for the City Solicitor and determines appropriate action and follow-up to ensure all inquiries have been addressed.  Monitors the City Solicitor’s email and communication in the absence of the City Solicitor and advises the City Solicitor of urgent matters.
• Provides leadership and assists the Law Office Manager with the supervision, support and direction of administrative staff to ensure consistent and efficient delivery of administrative services while ensuring office standards are met.  Collaborates with the Law Office Manager to coordinate all matters pertaining to the City Solicitor.
• Prepares, edits and circulates a variety of correspondence, including labour relations, disciplinary and other confidential matters on behalf of the City Solicitor and the office management team.  Prepares and distributes agendas and minutes for meetings lead by the City Solicitor (e.g. Leadership Team Governance Sub-Committee, Directors meetings, lawyers meetings, etc.)
• Reviews and briefs City Council, GPC and Leadership Team agendas and materials for all meetings attended by the City Solicitor. 
• Prepares, coordinates and maintains the bring-forward master list for inquiries and action requests from City Council and Committees of Council for the City Solicitor. 
• Plans, organizes, coordinates and monitors special projects, programs or events as required.
• Performs other related duties as assigned.

Qualifications

• Grade 12 education. 
• Graduation from a business college.
• Typing speed of 55 w.p.m.
• An equivalent combination of education (i.e. a degree in public administration, political studies, etc.) and experience will be considered.
• Four to six years’ related experience at a senior administrative/secretarial level.
• Demonstrated initiative, resourcefulness, and strong organizational skills.
• Ability to communicate effectively, orally, and in writing, including the facilitation and presentation of information.
• Ability to deal with sensitive information in a confidential manner.
• Ability to multi-task and prioritize duties and responsibilities in a fast-paced environment with multiple deadlines.
• Ability to research, analyze, interpret, compile, and coordinate information to create correspondence and reports with a high degree of accuracy and efficiency.
• Ability to establish and maintain effective working relationships with other civic employees and elected officials.
• Ability to deal courteously and tactfully with the public, elected officials, Department staff, and other civic employees.
• Ability to work with minimal supervision.
• Skill in the operation of office equipment, including the current Microsoft Office suite.