Executive Assistant, CAO Services

EXECUTIVE ASSISTANT (temporary full-time - 12 months)

MUNICIPAL DISTRICT OF GREENVIEW, ALBERTA

DEPARTMENT: CAO Services
LOCATION: Valleyview, AB
STATUS: Accepting applications until a suitable candidate is found.

Located in Northwest Alberta, the Municipal District of Greenview is a vast and diverse area rich in oil and gas, fertile farmland, and mixed wood forests. As the third-largest rural municipality in Alberta, Greenview boasts diversity in economic activities and an extraordinary landscape. Greenview’s economy is strengthened by its diversity, a talented workforce and an entrepreneurial spirit that is second to none. Our residents experience adventure right in their backyards with lakes, rivers, Rocky Mountain peaks and vast prairie offering a year-round outdoor playground for all ages.

Key Responsibilities Include:

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The Executive Assistant to the Chief Administrative Officer is responsible for providing executive support services and serves as the primary point of contact for the internal and external constituencies on all matters pertaining to the Office of the Chief Administrative Officer. The incumbent must have the ability to exercise good judgment in a variety of situations, display strong written and verbal communication, administrative and organizational skills all while balancing multiple priorities.

MAJOR

Attend Council meetings and act in the capacity of Recording Secretary for the proceedings.

Prepare agendas, attend meetings, record minutes, and ensure follow-up correspondence is completed in a timely manner.

Manage the timing processes and procedures involving Council events.

Draft memorandums and other correspondence as directed by the Chief Administrative Officer.

Ensure all documentation related to bylaw approval is accurate and complete and distribution completed as per procedure.

Accurately maintain bylaw, policy, and minute ledgers.

Prepare and update task list from Council meetings and distribute as directed by the Chief Administrative Officer.

Manage the schedule and related travel logistics for Chief Administrative Officer, Reeve, and Council members as directed.

Accurately maintain the calendars of the Chief Administrative Officer, the Reeve, and Council members as required.

Coordinate and disseminate information from Council to staff under the direction of the Chief Administrative Officer.

Provide editing and proofing for Municipal District public documents such as the community newsletter, etc.

Update information on the website specific to the Public Calendar of Events, Contact Listings, etc.

MINOR

Conduct research for the Chief Administrative Officer as required.

Provide backup support to the larger organization during the absences of the other Executive Assistants (Corporate Services, Planning & Infrastructure, etc.) when required.

Enter and track motions from Council.

Accurately maintain the Municipal Administrator’s Handbook and provide relevant information to staff as required.

Order legislative materials as required.

OCCASIONAL

Other duties as assigned to support the larger organization in an administrative capacity.

Requirements:

QUALIFICATIONS / EDUCATION / EXPERIENCE:

To perform this job successfully, the individual must be able to perform the duties listed above to a high degree of quality, timeliness and precision.

Grade 12.

A minimum 3 – 5 years’ experience as an Executive Assistant, public sector preferred.

Advanced training as an Administrative Professional.

SKILLS REQUIRED:

Proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and Visio.

Ability to interact well with, and respond to inquiries from employees, Management, Council and Ratepayers.

Basic accounting skills and familiarity with Municipal finances and budgets.

Excellent verbal and written communication skills.

Must be self-motivated, and able to work with minimal supervision.

Excellent critical thinking skills.

Working knowledge of the Municipal Act and the importance of due process and protocol.

Ability to accurately record meeting minutes.

Must maintain strict confidentiality.

Ability to interpret, implement and adhere to organizational policies and procedures.

WORKING CONDITIONS AND PHISYCAL ENVIRONMENT:

Extensive use of computer and telephone.

Long periods of sitting, good lighting, temperature, and noise control.

Minimal physical effort; occasional light lifting.

Normal working day consists of 7.5 hours; however occasional overtime may be required.

HEALTH & SAFETY:

All personnel working at the Municipal District of Greenview are governed by the Municipal District Health & Safety Policy.

Ensures all operations are conducted in a safe manner and in accordance with Municipal District Policies and Occupational Health & Safety Regulations.

Ensure proper ergonomic requirements are met and good ergonomic procedures are practiced.

Note: The above statements are intended to describe the general nature and level of work being performed by the incumbent of this job. They are not intended to be an exhaustive list of all responsibilities and activities required of the position.

HOW TO APPLY:

Interested candidates may submit cover letter (stating the position you are applying to) and resume in one of the following ways:

By E-mail: careers@mdgreenview.ab.ca (please quote the position in the subject line)

Mail or Drop Off: Municipal District of Greenview No. 16
4806 – 36 Ave., Box 1079
Valleyview, Alberta T0H 3N0

Confidential Fax: 780-524-3981

While we truly appreciate all applications, only those selected for an interview will be contacted.

Additional Job Information:

Posted Date: Feb 24, 2022
Closing Date: Mar 10, 2022