The Town of Edson is seeking an experienced, professional, and competent individual for the Executive Assistant position.
Under the Chief Administrative Officer (CAO), the Executive Assistant is responsible for providing administrative support to the CAO, Mayor, and Council. Organizational skills, conscientiousness, political sensitivity, and professionalism are fundamental in delivering exceptional service to internal and external stakeholders.
This person must possess a high degree of personal initiative, organizational skills, integrity, professionalism, and political sensitivity. They must thrive in a fast-paced environment characterized by unexpected pivots that require a person to think on their feet. They must be skilled, courteous, meticulously organized, and highly resilient.
In addition to the above, the right candidate will possess:
A post-secondary certificate in office administration, public administration, or related field, and
Three to five years of related experience, preferably in a municipal setting.
Please see the below Job Description for a more detailed picture.
The wage range for this position currently sits at $60,000-$72,500 per year. Candidate placement within the range during the first six months on the job is dependent on experience, available budget, and internal equity.
How do you apply?
Please send us a resume and a cover letter not exceeding one page in length by 4:00 pm, May 20, 2022. Please tell us who you are, what you value, and why you think this position is a good fit for you in that cover letter. If you plan to relocate for this position, please clearly indicate this.
Internal applicants who meet the minimum requirements of the position will have the opportunity to interview.
Under the direction of the Chief Administrative Officer (CAO), the Executive Assistant is responsible for providing administrative support to the CAO, Mayor, and Council. Organizational skills, conscientiousness, political sensitivity, and professionalism are fundamental in delivering exceptional service to internal and external stakeholders.
Key Responsibilities Include:
Chief Administrative Officer/Mayor & Council Support
Provide senior-level, confidential administrative support to the CAO, Mayor, and Town Council.
Assess ongoing functioning of the CAO and Mayoral Offices and recommend or implement solutions to improve communication and information flow efficiently to other departments.
Prepare, amalgamate, and distribute all information and attachments for weekly Senior Leadership Team Meeting and monthly Managers Meeting agendas.
Represent the Town in a professional, courteous manner.
Schedule appointments and set up meetings for Mayor or Deputy Mayor and ensure appropriate representation for greetings and welcomes at events.
Manage calendars for Mayor, Council and CAO, ensuring events are well attended.
Review, evaluate and determine the priority of requests and complaints; evaluate and gather background information from appropriate staff and/or recommend or take action to resolve the matter, and provide a summary of actions to the CAO or Mayor.
Events & Functions
Plan and coordinate Mayor and Council-hosted events and other functions delegated by the CAO.
Coordinate regional events with neighbouring municipalities, observing regional standards and working within budgetary parameters; authorize and approve invoices and contracts related to events/functions.
Work closely with CAO to organize the annual Council Strategic Planning Session.
Coordinate all conference registrations and travel arrangements for CAO, Mayor, and Council, and occasionally for the Senior Leadership Team.
Coordinate tasks requested by the Mayor or CAO, such as special greeting cards, staff retirement or sympathy expressions, letters of support, congratulatory messages/certificates, program messages, etc.
Act as a liaison between the CAO and other departments concerning Town events or functions.
Act as liaison between Mayor, Council, CAO, provincial, federal, and municipal governments, external agencies, business/industry officials, local boards/committees, and residents.
Office Management, Accountabilities, & Support
Provide general supervision, coordination, and cross-training for the Town’s Admin pool.
Provide coverage for the duties of the Legislative Officer as needed.
Prepare, proofread, and edit correspondence for signing by the CAO and Mayor; edit materials prepared by staff for content and compliance with organizational standards and formats.
Using discretion, manage sensitive and confidential corporate office documents: receive, screen, and distribute to necessary departments for a response if required.
Work closely with Corporate Services staff to develop workable templates for organizational correspondence adhering to the Town of Edson branding guidelines.
Financial and Budgetary
Manage the budget, expenditures, and financial coding/reporting for the EA’s, CAO’s, and Mayor’s corporate Visa.
Assist Mayor and Council with reconciliation of Visa statements and expense reports; verify and check statements for accuracy; arrange for approval and processing in accordance with policy.
In alignment with the Purchasing Policy, prepare Invoice Payment Authorization forms as required.
Track and approve invoices relating to annual subscriptions, memberships, conference fees, goods, and services purchased on behalf of the organization as it relates to the CAO, Mayor, Council and EA position.
Responsible for selecting and purchasing specific promotional items for the Mayor’s requirements; research, budget, select, and approve all purchases.
Assist with preparing departmental annual operating budgets that work towards the municipality’s strategic priorities.
Data & Records Management
Maintain and file applicable records in accordance with the Town’s Records Management and Retention Bylaw.
Maintain all data assets in the Mayor and CAO Office and develop an effective tracking/managing system to monitor data assets throughout their lifecycle.
Ensure all data assets are appropriately filed, retained, and archived.
Health & Safety
Comply with all Town policies, work procedures, rules, safety instructions and relevant directives in the Occupational Health and Safety Act, Regulation and Code.
Promote health and safety initiatives within the Department.
Comply with roles and responsibilities outlined in the Occupational Health and Safety Act.
Participate in workplace safety initiatives, including conducting/participating in formal and informal worksite safety inspections and audits.
Report all incidents, including near misses, to appropriate personnel.
In collaboration with the Communications Coordinator, develop, maintain, and create Mayor and Council website pages.
Enhance the Town’s image at all levels of contact by fostering positive working relationships with government agencies, the private sector, community organizations, businesses, and residents.
Act as a steward of the Town’s corporate culture by following the corporate values and leadership principles and maintaining a positive attitude during difficult situations
High degree of personal initiative, organizational skills, integrity, professionalism, and political sensitivity.
Strong competence in all Microsoft Office applications, pdf editing software (Foxit), and ability to learn other office software as needed.
Proven ability to multi-task and practice excellent time management.
Proven ability to understand and follow complex oral and written instructions.
Excellent customer service delivery with the demonstrated ability to act with tact and discretion and maintain a professional demeanour under stressful circumstances.
Ability to communicate with various levels of Town administration, government agencies, businesses, and residents.
Demonstrated ability and comfort in making decisions within the scope of work.
Ability to build and maintain constructive and professional internal and external relationships.
Working knowledge of the structures, business activities, and processes of municipal governments and other government levels.
Understanding of relevant municipal legislation, policies, and procedures.
Familiarity with the Municipal Government Act.
Education & Certifications
A post-secondary certificate in office administration, public administration or related field.
Experience & Qualifications
Three to five years of related experience, preferably in a municipal setting.
Additional Job Information:
Posted Date: May 04, 2022
Closing Date: May 20, 2022