Executive Assistant to the Mayor (Temporary approx. 12 months)

People, Place, Prosperity

Working within our Strategic Plan, Cambridge Connected, and committing to our values of Integrity, Respect, Inclusiveness and Service, the successful candidate will work together to help the City of Cambridge achieve our vision: A place for people to prosper - alive with opportunity.

Job Profile

The Executive Assistant to the Mayor is accountable to and directly reports to the Director - Mayor and Council Operations and Initiatives and the Mayor. Working as the first contact for written and verbal inquiries from all internal and external contacts, the main function of this position is to provide positive and professional administrative support to ensure good customer service for internal and external customers.

What you will be doing

• Organizational Skills: Support the Mayor's business schedule and anticipate needs, take initiative to obtain details and work independently. Draft and edit material such as emails, presentations, spreadsheets, graphics and reports as required. Coordinate other committee meetings including specialized and politically sensitive committees. Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for the Mayor. Assists with organizing community events and meetings.
• Customer Service: Greets dignitaries to Mayor's office. Performs customer service functions in person, by telephone or by mail and email; provides information or assistance regarding services offered by all levels of government and initiates problem resolution. Deals with public inquiries and complaints from constituents and puts them in contact with correct staff members.
• Political Acumen: Recognize politically sensitive and/or confidential issues and bring matters to the attention of the Director and to determine the best course of action. Maintain professional discretion at all times and demonstrate the ability to triage concerns/issues and negotiate/facilitate scheduling, reporting and the necessary follow up.
• Administration and Governance: Represent the division on committees as directed. Assist with divisional business planning. Ensure documents comply with city standards and meet deadlines. Liaise and exchange information with other departments and external parties
• Financial Administration: Participate in the annual divisional budget exercise, working with the Director, Administrative Assistant (AA) to Council and Finance to find explanations for variances throughout the year. Work with the divisional project manager in preparing forecast change reports for capital budgets. Prepare and process payment requests for the division and its service areas. Signing authority for payment requests under $5,000 for the division and its service areas.
• Strategic Understanding: Identify continuous improvement opportunities in the division and promote corporate values. Conduct research and analysis of subjects to identify and support improvement opportunities. Coordinate events related to training and information sessions for the division. Collaborate with management and supervisory staff in the division to identify specialized training requirements.
• Research: Assist council with research and information gathering as required. Act as support on special projects as identified, tracking project schedules, task deadlines, milestones, project reports, coordinate project meetings with project stakeholders and liaise with consultants and service providers as directed by project manager. Business analytics and reporting as required.
• Other duties include: Divisional records coordinator; public relations and constituent correspondence; back up for AA to Council; back up for web editor and social media support; maintain regular open communication with the Director in their department. Assist with event set up as required. Assists with event planning and preparations i.e. State of the City.
• Administrative Leadership Team - Contributes as a member of the Administrative Leadership Team (ALT). Provides leadership, direction and guidance to Administrative Assistants within own department. Maintains regular open communication with EA to the City Manager. Acts as a mentor for AA's within the Corporation.

Education

College Diploma in Communications, Political Science, Business, Administrative Assistant Program, Office Administration Executive Program, or similar.

Experience and Knowledge

Minimum of 1-2 years of progressive responsible and diversified corporate administrative experience including project coordination/management skills, advanced MS Office skills, with a good understanding of financial principles and solid business writing skills. Public sector experience would be beneficial.

We will ask you for these items if you are hired

Your compensation

This position is within Grade 3 of the Non-Union Salary Schedule and has an annual salary range of $74,074 to $90,363. We offer a comprehensive benefit package and are an Ontario Municipal Employees Retirement System (OMERS) employer.

Hours of work

Monday to Friday, 8:30 a.m. to 4:30 p.m. (35 hours per week), with some evenings and weekends as required.

Advertisement expiration date

Interested candidates should apply at www.cambridge.ca/careers. We are seeking to fill this role as soon as possible; applications will be accepted and reviewed on an ongoing basis until the position is filled.

Accommodation needs and protection of privacy

The City of Cambridge recognizes and appreciates diversity and inclusion enhances our public value commitment.

We strive to create an accessible and inclusive experience and encourage all qualified people to apply, including and especially people from equity-deserving groups. Qualified applicants will receive consideration for employment with honour and respect toward their individual dimensions of diversity.

We strive to remove barriers that may prevent qualified applicants from fully participating in the recruitment and selection process. Accommodation in accordance with the Ontario Human Rights Code and other applicable legislation is available throughout all stages of the recruitment and selection process. Contact HRServices@Cambridge.ca to make your needs known in advance.

For more information on our Employment Equity, please read our full policy.

Personal information collected in relation to the recruitment process is collected under the authority outlined in the Municipal Freedom of Information and Protection of Privacy Act and used solely to determine eligibility for employment with the City of Cambridge only.