Executive Assistant

Town of Blackfalds - Blackfalds, AB (30+ days ago)

Apply Now

Share this job:
Executive Assistant
Job No: TOB9
Location: Blackfalds
About Us

Blackfalds is one of Canada’s youngest and fastest growing communities; with a population of 10,125 and a growth rate of 2.11% in 2018.

Ideally situated in Central Alberta, midway between Alberta’s two largest urban Centre’s, Blackfalds retains the feel and security of a small-town while being only a short drive from urban amenities of post-secondary education, regional scale shopping outlets and entertainment.

Assists in ensuring fluid communications, coordination and continuity between Mayor, Council, CAO, and the Directors. The position provides confidential administrative support to the CAO, Town Council and senior administration and has the primary responsibility of the preparation of Council and meeting agenda packages and meeting minutes in addition to meeting decision follow up and associated processes.

Responsible to assist in providing legislative, governance and procedural support, including analysis, research and drafting of new policies and bylaws, and other related documents.

Assumes the role of the Subdivision and Development Appeal Board (SDAB) Secretary, as well as the Returning Officer for Municipal Elections and Census Coordinator.

Required Knowledge, Skills and Abilities

Strongly devoted to public service; be team oriented, detail oriented, energetic, innovative and result driven.
An excellent working knowledge of The Alberta Municipal Government Act as well as municipal government structure and functionality.
Must possess excellent judgement, interpersonal and customer services skills.
Ability to maintain and uphold a high level of confidentiality.
Highly effective verbal and written communicator.
Excellent interpersonal skills working with Council, Staff, Provincial and Federal government bodies and officials, and the general public in all types of circumstances.
Extremely proficient in Microsoft Office including Word, Excel, Publisher, Power Point, SharePoint and Outlook and demonstrate strong computer literacy with excellent typing/keyboarding skills.
Ability to take a leadership role in projects ensuring positivity, creativity, and innovation on joint projects with other team members while ensuring the CAO is properly informed and involved where needed to make decisions as project sponsor.
Ability to work effectively within stringent timelines and other pressure situations, with diplomacy and professionalism, without compromising quality of work.
Ability to prioritize and utilize effective time management skills.
Exceptional problem solving, research and writing skills.

Position Requirements – CAO

Serve as office administrator for the CAO by providing a full range of confidential, complex administrative support which includes but is not limited to monitoring and managing the CAO’s calendar, scheduling administrative meetings, preparing meeting agendas, taking meeting notes, and making other necessary arrangements.
Act as a first point of contact for people wishing to speak with the CAO; gather required background information on requests and respond to general inquiries on the CAO’s behalf.
Manage event calendar for the CAO, respond to events, schedule appointments/conferences and provide the CAO with assistance in meeting appointments and deadlines.
Prepare, proofread, and format various documents/letters as requested.
Organize and maintain CAO’s office filing system.
When required, receive public complaints, and concerns specific to functional areas, ensuring the proper routing to the appropriate departmental staff member.
Coordinate registrations, accommodations, and travel arrangements for the CAO.
Research and coordinate special projects, activities and events as requested by the CAO and attend special events and other functions as required.
Coordinate Annual Organizational Meeting including agenda preparation and collaborate with Volunteer Program Coordinator in the recruitment and retention of Board and Committee Member at Large positions.
Monitor and provide input regarding improvements to workflow process, policies, and procedures.
Review assess/prioritize, route, answer and follow up action items on such items as correspondence, inquiries, and corporate tasks to ensure timelines and procedures are met.
Administration and overall upkeep of Bylaws, Policies, Agreements and Council Reports ensuring indexes are maintained, and all relevant documentation is current, duly executed and accurately recorded in the information management system. All Bylaws require review minimum every three years.
Assume the role of Census Coordinator overseeing all functions related to the annual census including hiring, training and supervision of contracted enumerators, working with key staff in required departments, advertising, maintenance, troubleshooting and internal reporting of online enumeration and development of the final report to Council and Municipal Affairs.
Act as Secretary for the SDAB and perform all related duties, including training of board members, preparation of agenda packages, acting as liaison between appellant, the board and the Town, and communication of any decisions.
Assume the role of Returning Officer during Municipal Elections and assist in all aspects of the election process.
Conduct research and provide legislative, governance and procedural support, including analysis and research and drafting of new policies and bylaws and other related documents, such as handbooks, manuals or working papers.
Perform such other duties and responsibilities as may be assigned from time to time by the CAO.

Position Requirements – Mayor and Council

Serves as the main point of contact for all elected officials by providing a full range of confidential, complex administrative support, including managing Council and multiple individual calendars, scheduling meetings with internal/external stakeholders, proof reading and preparing correspondence for signature, composing letters and email on behalf of Mayor and Council, and all other related administrative needs.
Provide exceptional customer service by demonstrating a high degree of professionalism, tact, and political acumen in prioritizing and responding to all inquiries, telephone calls, electronic correspondence, in-person visitors, and day-to-day interactions.
Send out, maintain calendar invitations, and send reminders to Mayor and Council for all meetings and any other engagements.
Liaise with Town Council, government officials, municipalities, representatives of business or community organizations, the public, and all levels of Town personnel to assist in the exchange of information and communicate tactfully with discretion.
Assist in meeting coordination and in the planning and managing of events hosted by Mayor and Council, providing on-site support, preparation of materials, and any other requirements.
Monitor and provide input regarding improvements to workflow process, policies and procedures, communication mechanisms, meeting mechanics, or any other function that would enhance the alignment between the function of Town Council and the CAO.Receive and distribute incoming mail and electronic correspondence following review and evaluation to identify those items requiring priority attention of the Mayor and Council.
Register Mayor and Council Members for events, including Mayor and Council’s conference registrations and plan for accommodations and travel arrangements.
Utilize the corporate records management system to ensure effective and accurate records are developed and maintained, including the ability to code, safeguard, and retrieve documents.

Preferred Education and Experience

Post-secondary training in Office Administration combined with a minimum of five (5) years’ experience, preferably in a municipal or public sector environment, in a confidential capacity at senior or executive assistant level.
Experienced in a municipal government environment and a working familiarity with the Municipal Government Act, Local Authorities Election Act, and other Provincial Statutes relative to Legislation and Governance as well as outstanding knowledge of Roberts Rules of Order.
Acute knowledge of office procedures and practices and attention to detail.
Proven organizational and time management skills.
Must be available to work flexible hours, including biweekly evening meetings and weekend workshops.
High degree of competency in using computers in the areas of word processing, financial accounting, software, spreadsheets, and databases.
Above average verbal and written communication skills. Proven ability to communicate firmly and diplomatically with the public and respond courteously to complaints and difficult customers.
A professional and calm demeanor coupled with a strong intuition for dealing with people.
Commitment to continuous improvement and excellent customer service.
Current Standard First Aid & CPR or willingness to obtain.
Bondable.
Commissioner for Oaths

Additional Requirements:
Must be a minimum 18 years of age
RCMP Criminal Record Check
Valid Driver’s License with current Drivers Abstract

Physical Demands

Office duties, program planning and supplies, public engagement, event set up & take down, meetings with municipal partners.
Lifting to 50lbs. on an occasional basis.
Office equipment (computers, scanning, photocopy) stand up banners, cameras, utility knives, memory keys – USB, tables, chairs, decorations.
Low level and waist level lifting to 20lbs. as well as overhead reaching and above shoulder lifting, could also include trunk rotation and side carrying with either dominant or non-dominant hands.
Pushing and pulling of supplies.
Sitting for long periods of time.

Work Environment

Mainly office work, with possible external site visits as required.
Due to the nature of this position, occasional periods of overtime and evening meetings is required. Internal – Daily contact with the CAO, Members of Council, Staff, and the public.
External – contact and communication with government agencies and consultants/contractors.
The noise level in the work environment is quiet to loud.

Apply Now
Personal Details * Required field
First name*
Last name*
E-mail*
Phone*
Street*
Street Cont.
City, Town or Suburb*
Postcode or Zipcode*
Country*
Please choose...
AFGHANISTAN
ALBANIA
ALGERIA
AMERICAN SAMOA
ANDORRA
ANGOLA
ANGUILLA
ANTIGUA AND BARBUDA
ARGENTINA
ARMENIA
ARUBA
AUSTRALIA
AUSTRIA
AZERBAIJAN
BAHAMAS
BAHRAIN
BANGLADESH
BARBADOS
BELARUS
BELGIUM
BELIZE
BENIN
BERMUDA
BHUTAN
BOLIVIA
BOSNIA AND HERZEGOVINA
BOTSWANA
BRAZIL
BRUNEI DARUSSALAM
BULGARIA
BURKINA FASO
BURUNDI
CAMBODIA
CAMEROON
CANADA
CAPE VERDE
CAYMAN ISLANDS
CENTRAL AFRICAN REPUBLIC
CHAD
CHILE
CHINA
COLOMBIA
COMOROS
CONGO
CONGO, THE DEMOCRATIC REPUBLIC OF THE
COOK ISLANDS
COSTA RICA
COTE D'IVOIRE
CROATIA
CUBA
CYPRUS
CZECH REPUBLIC
DENMARK
DJIBOUTI
DOMINICA
DOMINICAN REPUBLIC
ECUADOR
EGYPT
EL SALVADOR
EQUATORIAL GUINEA
ERITREA
ESTONIA
ETHIOPIA
FALKLAND ISLANDS (MALVINAS)
FAROE ISLANDS
FIJI
FINLAND
FRANCE
FRENCH GUIANA
FRENCH POLYNESIA
GABON
GAMBIA
GEORGIA
GERMANY
GHANA
GIBRALTAR
GREECE
GREENLAND
GRENADA
GUADELOUPE
GUAM
GUATEMALA
GUINEA
GUINEA-BISSAU
GUYANA
HAITI
HOLY SEE (VATICAN CITY STATE)
HONDURAS
HONG KONG
HUNGARY
ICELAND
INDIA
INDONESIA
IRAN, ISLAMIC REPUBLIC OF
IRAQ
IRELAND
ISRAEL
ITALY
JAMAICA
JAPAN
JORDAN
KAZAKHSTAN
KENYA
KIRIBATI
KOREA, DEMOCRATIC PEOPLE'S REPUBLIC OF
KOREA, REPUBLIC OF
KUWAIT
KYRGYZSTAN
LAO PEOPLE'S DEMOCRATIC REPUBLIC
LATVIA
LEBANON
LESOTHO
LIBERIA
LIBYAN ARAB JAMAHIRIYA
LIECHTENSTEIN
LITHUANIA
LUXEMBOURG
MACAO
MACEDONIA, THE FORMER YUGOSLAV REPUBLIC OF
MADAGASCAR
MALAWI
MALAYSIA
MALDIVES
MALI
MALTA
MARSHALL ISLANDS
MARTINIQUE
MAURITANIA
MAURITIUS
MEXICO
MICRONESIA, FEDERATED STATES OF
MOLDOVA, REPUBLIC OF
MONACO
MONGOLIA
MONTSERRAT
MOROCCO
MOZAMBIQUE
MYANMAR
NAMIBIA
NAURU
NEPAL
NETHERLANDS
NETHERLANDS ANTILLES
NEW CALEDONIA
NEW ZEALAND
NICARAGUA
NIGER
NIGERIA
NIUE
NORFOLK ISLAND
NORTHERN MARIANA ISLANDS
NORWAY
OMAN
PAKISTAN
PALAU
PANAMA
PAPUA NEW GUINEA
PARAGUAY
PERU
PHILIPPINES
PITCAIRN
POLAND
PORTUGAL
PUERTO RICO
QATAR
REUNION
ROMANIA
RUSSIAN FEDERATION
RWANDA
SAINT HELENA
SAINT KITTS AND NEVIS
SAINT LUCIA
SAINT PIERRE AND MIQUELON
SAINT VINCENT AND THE GRENADINES
SAMOA
SAN MARINO
SAO TOME AND PRINCIPE
SAUDI ARABIA
SENEGAL
SEYCHELLES
SIERRA LEONE
SINGAPORE
SLOVAKIA
SLOVENIA
SOLOMON ISLANDS
SOMALIA
SOUTH AFRICA
SPAIN
SRI LANKA
SUDAN
SURINAME
SVALBARD AND JAN MAYEN
SWAZILAND
SWEDEN
SWITZERLAND
SYRIAN ARAB REPUBLIC
TAIWAN, PROVINCE OF CHINA
TAJIKISTAN
TANZANIA, UNITED REPUBLIC OF
THAILAND
TOGO
TOKELAU
TONGA
TRINIDAD AND TOBAGO
TUNISIA
TURKEY
TURKMENISTAN
TURKS AND CAICOS ISLANDS
TUVALU
UGANDA
UKRAINE
UNITED ARAB EMIRATES
UNITED KINGDOM
UNITED STATES
URUGUAY
UZBEKISTAN
VANUATU
VENEZUELA
VIET NAM
VIRGIN ISLANDS, BRITISH
VIRGIN ISLANDS, U.S.
WALLIS AND FUTUNA
WESTERN SAHARA
YEMEN
ZAMBIA
ZIMBABWE
INTERNATIONAL
OTHER
Unknown
State, Region or Province*
Please choose...
Questions
Do you have the legal right to live and work in Canada?*
Yes
No
What is your experience working with in a municipal setting; working with Town Council and providing support to CAO, Town Council and senior administration?*
Why do you think you would be a good fit for our organisation?*
What is your involvement and understanding drafting policies and bylaws. *
Do you have a valid drivers licence?*
Yes
No
Next
Your IP address (169.45.194.146) has been logged. 1055 Hits.
Copyright © 2019 Town of Blackfalds Privacy Policy | Terms and Conditions