Executive Assistant

City Of Edmonton - Edmonton, AB (30+ days ago)

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Job Number
: 37179
Working as a key professional reporting to the Deputy City Manager’s Office in City Operations, this role will provide senior level administrative support to the Deputy City Manager’s Office. The Executive Assistant is the first point of contact for written and verbal inquiries from other departments, Mayor’s office, Councillors offices, City Manager’s Office, other municipalities and different levels of government, local, national and international organizations, department staff and the general public.

Your key responsibilities shall include the following:
Work closely with department staff to support the efficient operation of the department and the Deputy City Manager’s Office (DCMO)
Manage the Deputy City Manager’s business schedule, coordinate meetings and business activities
Handling of the DCM’s emails in a timely, efficient and professional manner
Anticipate the needs of the Deputy City Manager, take initiative to obtain details and work independently
Identify potential problems and shifting priorities and suggest ways to resolve
Coordinate Deputy City Manager’s events (internal and external)
Undertake process review and re-engineering efforts in the Deputy City Manager’s office with the objective of modernizing the operations of the office
Oversee the effective and timely review of all council and committee reports and correspondence either produced by the department or sent to the Deputy City Manager’s office for review by other departments; ensuring that key stakeholders in the department have the opportunity to review, acknowledge and sign off on the accuracy and appropriateness of the content
Review all incoming correspondence and reports prior to Deputy City Manager’s review for compliance to department and City standards, appropriateness of response to fulfill the purpose of the inquiry as well as for grammar, format and spelling
Enter, delegate and track key information into workflow and tracking systems for response to Department, Mayor, Council and citizen inquiries (e.g. POSSE)
Prepare draft, proof and edit various support materials (i.e. agendas, reports, memorandums, letters and other correspondence)
Provide administrative support to the Department Management Team as required and provide direct support for meeting minutes and agendas
Coordinate Departmental request for presentation at Executive Leadership Team meeting
Review monthly financial report with the Finance team and contribute towards variance explanation when required
Prepare year end summary reporting for DCM’s exception and travel expenses
Oversee FOIP related matters for the DCM
Adhere to records management standards
Be a positive and professional liaison between the DCM offices
Enable a ready and prepared office and provide leadership to ensure a supportive team environment
Recognize politically sensitive and/or confidential issues and bring matters to the attention of the Deputy City Manager when necessary
Confidential reports coordination and management (e.g. labour relation matters)
Provide direct supervision to two administrative staff Corporate Procurement Card coordination and approval
Foster strong and effective working relationships with key stakeholders across departments; manage inquiries from citizens, organization and external stakeholders
Liaise and exchange information with executive staff of other senior Government officials at all levels of government (federal, provincial and municipal, Mayor, Councillor and City Manager’s offices)
Grade 12 including completion of an appropriate certificate program from an approved business school/college; consideration may be given to candidate with equivalent education and experience
Minimum of 10 years progressively responsible and diversified office and administrative experience including composing correspondence, organizing and scheduling a senior executive’s calendar; equivalencies to the above may be considered
Computer savvy including advanced knowledge of Google platforms such as documents, spreadsheets and presentations; experience with POSSE and SIRE also required
Ability to demonstrate a high degree of initiative and positivity along with good judgement and decision making skills
Excellent communication skills, including strong writing and editing skills
Proven ability to produce quality, error free work in a complex, demanding and time sensitive environment
Demonstrated ability to research, monitor, recommend and achieve results
Ability to identify and prioritize critical items for a timely response
Innovative mindset along with excellent organizational, interpersonal, teamwork and customer service skills required
We strive to help our people achieve their professional and personal goals through an inclusive environment that values everyone’s contributions, appreciates diversity of thought, fosters growth and provides continuous opportunities for development.

Management and Out-of-Scope positions at the City of Edmonton are being reviewed for possible inclusion in the Civic Service Union 52 bargaining unit. If this position is impacted, the incumbent will be notified accordingly.

We are an equal opportunity employer.
We welcome diversity and encourage applications from all qualified individuals.

Up to 1 permanent full-time position

Hours of Work: 36.9 hours per week Monday - Friday

Salary: $57,702 - $82,434 (Annually)

Talent Acquisition Consultant: NS/MZ

Classification Title : Executive Assistants
Posting Date
: Aug 14, 2019
Closing Date
: Aug 24, 2019 11:59:00 PM (MDT)
Number of Openings (up to)
: 1 - Permanent Full-time
Union : Management
: Deputy City Manager Office
Work Location(s)
15th Floor Edmonton Tower, 10111 104 Avenue

Edmonton T5J 0J4