Executive Assistant to Councillors

Reporting to the Executive Services Coordinator to the CAO, the Executive Assistant to Councillors is responsible for providing general reception as well as administrative and office support to Ward Councillors including telephone reception and public relations; organizing special ward events, preparing newsletters and postcards including graphic design, composing and typing of routine correspondence, performing general research; preparation of agendas, attending meetings and taking notes; responding to requests from the public and tracking responses; scheduling appointments and meeting co-ordination; monitoring and tracking expenditures related to Councillors' budget; maintaining records and file systems; and general confidential administrative services; and back up support as available to the executive offices.

1. Post-secondary diploma in public administration, Business Administration studies, Communications or a business-related discipline or a related field and demonstrated progressive experience in an administrative support position preferably in a public sector environment or an equivalent combination of experience and education.

2. Excellent computer skills utilizing various programs such as Microsoft Office (Outlook, Word, Excel, PowerPoint, Publisher), scheduling and desk top publishing applications, Customer Relationship Management (CRM), JD Edwards or similar software, Adobe Professional, Teams, Zoom, escribe, Affinity and social media platforms

3. Ability to work independently, without direction, prioritize work and maintain confidentiality.

4. Good analytical, research, problem solving, interpersonal, public relations/customer service, team player, organizational, adaptability, flexibility, and attention to detail with a high level of accuracy.

5. Ability to communicate effectively, tactfully and courteously with all levels of staff, government, elected officials, business community, community groups, and the general public and to develop a network of contacts in these areas as appropriate.

6. Ability to exercise good judgement and discretion in dealing with confidential information and in responding to enquiries.

7. An effective multi-tasker with solid organizational skills in order to meet multiple priorities and deadlines.

8. Availability to attend evening or after-hours meetings and to work extended hours on short notice.

9. Class 'G' Driver's License in good standing and access to a reliable vehicle for use on corporate business.