Executive Assistant

As the Executive Assistant to the Deputy Chief Administrative Officer of the Infrastructure and Planning Services Division, you will provide senior level, confidential, executive administrative assistance to ensure the efficient and effective operation of the office. You will act as a liaison between the Executive Team, Council and all other divisions and departments working closely with department Directors and administrative staff.

The Executive Assistant leads, coaches and mentors’ administrative staff and provides guidance to senior management when requested. The work requires considerable involvement with Elected Officials, their administrative staff, external stakeholders including all levels of government, senior representatives of the private sector and boards and works within in a politically charged and sensitive environment.

• Provide senior level confidential support to the Deputy Chief Administrative Officer and Executive Team, including working with the Mayor and Council to handle politically sensitive matters
• Provide leadership and coordination for the day-to-day operations of the Deputy Chief Administrative Officer’s office, including high level executive support
• Foster a strong, cohesive, and effective team environment with senior administrative staff to provide seamless coverage and support to all Executive Team members
• Build and maintain positive relationships and excellent communication lines with administrative support to the Mayor and Council to ensure timely responses to Elected Officials and external stakeholders
• Ensure timely and appropriate responses to all issues and requests from Elected Officials and external stakeholders including assigning to appropriate department for response, reviewing all outgoing correspondence for accuracy, completeness and format prior to signature and distribution
• Research and assemble background information, compile data and prepare correspondence, reports, documents, submissions, responses and other briefing materials as needed by the Deputy Chief Administrative Officer or other members of Executive Team
• Brief Executive Team members on administrative issues that may impact Mayor and Council
• Communicate and coordinate Deputy Chief Administrative Officer's instructions and expectations to Directors and departments
• Compose correspondence, agendas, meeting minutes, reports and other material for the Deputy Chief Administrative Officer ensuring material meets organizational protocols
• Ensure responses to Councillor Requests are timely, accurate and politically correct in consideration of Council's involvement with the request
• Provide information to other municipalities and external agencies as requested
• Lead and assist with special projects, events, tours, conferences, and retreats, and process invoices for payment
• Ensure Deputy Chief Administrative Officer's corporate records are maintained electronically
• Process ATIP requests and other access to information inquiries as requested by Legislative and Legal Services

• Minimum post‑secondary certificate in a related office or business administration field, or equivalent specialized training, plus a minimum of eight years of progressively more responsible related experience, including supporting senior management in a collaborative, team‑based environment
• Related government experience, or experience in a people‑focused environment requiring a high degree of political acumen and the ability to work effectively with diverse internal and external partners
• Extensive knowledge of relevant computer programs such as SharePoint, Oracle, eScribe and Adobe
• Exceptional verbal and written communication skills, with a strong customer service orientation and the abilityto work effectively as part of a team
• Demonstrated ability to recognize and manage matters of a confidential nature in a discreet, professional, and collaborative manner
• Strong organizational skills and the ability to work independently and as part of a team, while effectively multi-tasking and managing frequent interruptions and competing priorities
• Ability to assess the urgency of situations, collaborate with others…