Administrative Assistant, Office of the CAO

Job Description:

CLOSING DATE: March 21, 2025

AREA OF RESPONSIBILITY:

1. Operational

• Ensures quality customer service by prioritizing requests, directing calls and enquiries from Members of Council, the public and staff as appropriate for resolution.
• Assists in the supervision of the Administrative Assistants to the Directors and provides them leadership and training to ensure cohesiveness across the divisions including departmental practices and processes, deadline adherence, communication to staff, organizing staff events, ensures appropriate coverage for workload and vacation, as needed.
• Works cooperatively with Administrative Assistants across the organization, Corporate Leadership Team and Mayor and Members of Council.
• Participates in the Departmental Leadership Team to collaborate with Directors to support departmental initiatives.
• Through communication with department management and administrative assistants, coordinates the content and creation of Departmental SharePoint sites ensuring information is pertinent, timely and current. Communicates with staff in various capacities to ensure open lines of communication.
• Liaison between departmental and corporate staff and the CAO.
• Develops and implements new tools and methods for the continual improvement and efficiency of practices and processes.
• Main point of contact for communicating information to departmental staff.
• Maintains knowledge of City policies and procedures, Standard Operating Procedures and collective agreements to respond to staff inquiries.

1. Financial

• Administers the budget for the CAO’s Office, including office administration expenses.
• Administers corporate purchasing card and petty cash.
• Coordinates Office Administration services including office supplies, courier, armored car and cable.
• Provides departmental point of contact for various administrative functions including Fire Safety Team coordination, security access card liaison, mobile acquisition, emergency management team and PeopleSoft liaison.

1. Administrative

• Provide executive level confidential administrative support functions for the Department of the Office of the CAO.
• Provides confidential administrative support for Departmental Leadership Team as required.
• Manages the calendar of the CAO between multiple city facilities; books and arranges meetings, conferences, event attendance, resources, travel arrangements, large departmental staff meetings and amenities.
• Responsible for Non-Union time entry for direct reports to the CAO's Office and back up other division Administrative Assistants for their non-union groups.
• Ensures that all departmental reports to Council are entered into net, reviewed and approved according to set corporate deadlines, assists and follows up with staff as required.
• Responsible for preparing Department Leadership Team meeting agenda, documentation and taking and distribution of meeting minutes (including action items).
• Prepares standard correspondence, reports, e-mails, presentations and other related materials as required.

1. Additional

• Performs special assignments and additional related duties as assigned.
• Works independently.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary Certificate in Executive Office Administration or equivalent experience.

EXPERIENCE:

• Minimum three years' experience in a business administration role, preferably in public sector.

OTHER SKILLS AND ASSETS:

• Post-secondary Certificate in Executive Office Administration or equivalent experience.
• Supervisory experience as well as experience in a public or unionized environment as asset.
• Knowledge of municipal operations, including departmental and council proceedings as asset.
• Advanced user of office software packages including Microsoft Office Suite, SharePoint, PeopleSoft (financials and HRMS).
• Excellent communication skills, written and oral.
• Excellent time management and organization skills.
• Exceptional analytical skills for complex problem solving.
• Must be able to work in fast pace, high stress environment.
• Must be able to multitask.

**Various tests and/or exams may be administered as part of the selection criteria.

#LI-Hybrid

Interview: Our recruitment process may be completed with video conference technology.

*Our Hybrid Model is subject to change.

The successful candidate(s) will be required, as a condition of employment, to execute a written employment agreement. A criminal record search will be required of the successful candidate to verify the absence of a criminal record for which a pardon has not been granted.

The results of the survey will assist in the analysis of disaggregated metrics for organizational planning purposes and our commitment to advance and foster diversity, equity, and inclusion. The City may use anonymized data to produce aggregate reports for internal or external use.

As we send time sensitive correspondence via email (i.e. testing bookings, interview dates), it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the Job Competition and your application will be removed from the Competition.

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