Job Description

Executive Assistant- Exempt

Administrative Services Department

(Classification Band 5)

Reporting to the Chief Administrative Officer (CAO), the Executive Assistant provides executive level administrative support to the Chief Administrative Officer. The role ensures the efficient, confidential, and professional operation of the CAO’s Office. Working closely with the CAO and senior leadership, the incumbent manages scheduling, communication, and administrative tasks that support strategic and operational priorities across the organization.

• Provides comprehensive executive administrative support to the CAO, including calendar management, meeting, event and appointment coordination and travel arrangements; 

• Creates and maintains workflow and communications to aid the CAO in managing a variety of projects; 

• Serves as the primary point of contact for the CAO’s office and acts as a liaison between the CAO and departments, members of council, interest holders and the public;

• Coordinates and supports the preparation and distribution of agendas, minutes and follow up with senior leadership and external interest holders; 

• Leads special projects and initiatives on behalf of the CAO, ensuring timely execution and reporting;

• Responds to telephone, email and in person inquiries to the CAO office; 

• Prepares, edits and proofreads correspondence, briefing materials, reports and presentations; 

• Monitors and coordinates incoming correspondence and follow-ups, redirecting or responding as appropriate on behalf of the CAO;

• Organizes internal meetings, team events and leadership planning sessions including organizational logistics, venue booking, preparing agendas and materials, and arranging catering as needed; 

• Monitors relevant reports, publications and agendas to support briefing preparation for the CAO;

• Conducts research and drafts notes or remarks on behalf of the CAO; 

• Creates and maintains Department files system in compliance with the District’s records management policies and practices;

• Tracks and submits CAO and office receipts and expenses and supports basic budgeting tasks for the CAO’s office; 

• Maintains the Administration Department SharePoint site; 

• Supports internal administrative processes and recommends improvements to enhance efficiency; 

• Provides support on sensitive and/or confidential initiatives/issues as directed by the CAO; 

• Orders and maintains stock of general office supplies for the Department; 

• Follows all corporate policies and processes;

• Participates in emergency duties in the event of an emergency or disaster and,

• Performs other related duties as required.

   

• Excellent customer service skills with the ability to develop and maintain effective working relationships. 
• Comprehensive executive level knowledge of administrative processes and procedures.
• Strong proficiency with Microsoft Office, SharePoint and online collaboration tools (i.e. MS Teams). 

• Ability to maintain confidentiality of personal and sensitive information, seen, heard and maintain the confidentiality of access to documents.

• Strong attention to detail and ability to work independently with minimal supervision in an environment with frequent interruptions.

• Ability to respond to a wide variety of requests for information and services on the telephone and in person in a professional and courteous manner.

• Ability to administer digital filing systems, calendars, and communication platforms.

• Ability to record and transcribe formal minutes. 

• Strong skills in drafting correspondence to a wide variety of audiences, including coordination to obtain needed information.

• Ability to demonstrate strong political acumen and discretion in navigating complex organizational dynamics, maintaining confidentiality and coordinating sensitive communications and information. 

•  Knowledge of records management principles and practices and familiarity with Records Classification and Retention Schedules. 

• General knowledge of municipal related legislation and practices including Local Government Act, Community Charter, Freedom of Information and Protection of Privacy Act.

• Knowledge of office practices, procedures, and business English writing and grammar.

• Ability to follow policies and bylaws that guide work processes.
• Ability to effectively deal with inquiries, complaints and service requests with promptness, tact, diplomacy, confidentiality and accuracy.
• Ability to work positively toward advancing First Nations relations and awareness of federal, provincial and municipal initiatives advancing Truth and Reconciliation 
• Ability to promote and contribute to a positive, diverse and inclusive team environment. 
• Ability to attend evening, weekend meetings or public engagement events as required.

• Diploma or Certificate in Office Administration, Business Administration or a related field and five (5) years of executive support experience. An equivalent combination of education and experience may be considered

   

  Other: 

• This role is required to work outside of regular work hours, as operationally needed. Hours of work may be between 7:30 am and 5:00 pm as required.