Description

Reporting to the Chief of Staff, the Executive Assistant (EA) provides confidential administrative support to assist with departmental goals and objectives. This position is responsible for preparing communication, reports, schedules and correspondence both internally and externally. The incumbent is responsible for the planning and development of special events as well as for planning and organizing meetings and necessary travel arrangements.

Specific Responsibilities include:

· Prepares administrative reports including: compiling data and statistics, developing spreadsheets and preparing documents and presentations.

· Drafts and prepares letters, reports, policies, summaries; replies to inquiries with an emphasis on Employee Relations and Communications.

· Supports the Chief of Staff with all administrative functions including managing the calendar, setting priorities, scheduling meetings and responding to inquiries.

· Researches and assists with completion of policies, procedures and directives.

· Acts as a liaison between employees and departments to gather necessary information to compose policies, directives, and procedures, while ensuring compliance with necessary legislation.

· Provides administrative and office support to the Chief of Staff and members of the department and/or Executive Leadership Team (as required).

· Prepares travel schedules and calendars, books travel arrangements and makes reservations for the Chief of Staff and third party trainers as required.

· Completes administrative functions such as: data entry, copying, scanning, filing, etc.

· Reviews all documents, reports and correspondence prepared for the Chief of Staff signature for formatting, content, grammar and spelling; makes necessary edits as required.

· Completes expense reports, purchase orders and reconciles Purchasing-Card transactions.

· Takes incoming calls and directs staff and residents to the appropriate personnel.

· Creates and distributes required documents for signing.

· Creates and distributes agendas for meetings, takes minutes and forwards final copy to attendees.

· Approves monthly Purchasing-Card reconciliation in the Service Area and prepares travel and expense claims for the Chief of Staff.

· Reviews, evaluates and distributes priority correspondence for the Chief of Staff.

· Responsible for the assistance and preparation with the annual budget.

· Provides backup support to administrative and Executive Assistant positions as required.

· Assists with the organization of departmental training, initiatives and staff recognition events; books required venue, speakers and catering as required.

· Conducts research on employer best practices and provides suggestions towards making the City an employer of choice; seeks opportunities to contribute to employee engagement.

· Represents the department as a liaison for major initiatives and events including: Staff Surveys, Mind on Health and Safety (MOSH) Week and employee events and gatherings.

· Provides exceptional customer service to employees, visitors, residents and contractors.

· Other related duties as required.

Requirements

The successful candidate will have the following qualifications:

Post-Secondary Diploma in: Business Administration, Communications or a related field.
A minimum of five to seven years’ progressive work experience in an administrative or executive environment; prior experience in a Municipal setting would be considered an asset.
Strong computer skills including areas in Microsoft Suite such as Microsoft Outlook, Word, Excel, Visio and Publisher are essential.
Ability to maintain a high degree of ethics, discretion and confidentiality.
Strong organizational, oral and written communication skills.
Ability to anticipate needs and take initiative.
Ability to demonstrate professionalism, discretion, courtesy and respect in all interactions.
Excellent communication skills, both written and verbal.
Proven leadership, facilitation, project management and team building skills in a large, diverse and demanding work environment.
Demonstrated strong relationship building skills, with a focus on achieving both departmental and City goals and objectives.
Self-motivated to meet deadlines with the ability to manage changing priorities.
Shows a team player attitude, creates a working environment conducive to team achievement, productivity and competence with colleagues, executives and management.
Excellent interpersonal skills that contributes to working effectively in a diverse working environment.
Must be able to provide and maintain a satisfactory Criminal Record Check.
Valid Class 5 Driver’s License registered in Alberta or Saskatchewan with a satisfactory Driver’s Abstract. This position may be required to operate a personal vehicle for business purposes.