Administrative Assistant

Responsibilities:

• Review, prioritize, screen and delegate incoming correspondence, resident emails, internal and external inquiries and voice mail messages ensuring replies are in a timely fashion
• Draft bylaws, municipal policies, PowerPoint presentations, issue briefs for Executive Team, Council reports and direction requests, and Council workshop presentations
• Coordinate/arrange meetings, draft meeting agendas and prepare/distribute meeting minutes, provide necessary/backup materials for meetings and track applicable action items
• Assist staff with transportation and open space projects, including researching background information and ensuring all documentation meets corporate/department standards/guidelines
• Provide administrative support as required for professional construction/services contract documents and project procurement process
• Coordinate and organize open houses/workshops with external and internal stakeholders
• Branch contact for managing corporate records electronically in SharePoint, ensuring consistency and providing leadership, advice and training on records management responsibilities
• Provide coverage for the Administrative Assistant to the Director on a rotational basis; review incoming correspondence, answer/delegate inquiries, record meeting minutes
• Provide administrative coverage as required including front desk customer service and answering the Transportation switchboard phone