Executive Assistant – Council

What you will do

• Provides high-level administrative support to the office of the Mayor, Council and the Executive Leadership Team (ELT).
  • Works in a confidential environment, demonstrating high tact, integrity and confidentiality.
  • Organizes council and executive calendars, schedules meetings and coordinates appointments to optimize time management and organizational effectiveness.
  • Gathers, researches, compiles and analyzes background information on a variety of matters used in corporate planning, governance and decision-making.
  • Completes registrations and books travel arrangements for attendance at meetings, conferences and various functions.
  • Works with the intergovernmental relations team to plan, coordinate and organize intergovernmental meetings and visits.
  • Exhibits strong decision-making skills and a proactive approach to problem-solving, contributing to a solution-oriented work environment.
  • Prepares Mayor and Council timesheets, expense claims and other invoices for payment.
  • Supports County Manager’s Office projects and programs, as needed.
  • Purchases goods/services, within their signing authority, ensuring efficient, responsible use of funds.
  • Witnesses documents, as required, as a commissioner for oaths for county documents.
• Oversees communications management for Council and ELT.
  • Provides email/telephone support to a high customer service standard and acts independently to handle calls and coordinate a timely response.
  • Prepares non-routine correspondence and documentation for signature with a level of communication appropriate given the audience, adherence to corporate standards and proofreads materials for consistency, grammar and spelling.
  • Ensures the County Manager is kept abreast of the activities of the Mayor and Council.
  • Acts as a liaison between internal department teams and external stakeholders
  • Prioritizes all incoming mail and distributes appropriately, following up as required.
  • Maintains action lists to ensure timely resolution.
• Provides support to legislative services.
  • Provides oversight of the municipal policy review committee by preparing agendas, taking minutes and maintaining action list.
    • Maintains council policy register, notifies department heads when policies are due for review and tracks required workflows to ensure timely updates.
  • Assists with the logistics and delivery of municipal elections.
  • Prepares agendas, records minutes and manages livestreaming for council meetings and/or committee meetings, as required, in the absence of the legislative coordinator.
• Provides support to the Leduc County Regional Subdivision Appeal Board (LCRSDAB) and the Regional Assessment Review Board (ARB) clerk.
  • Supports legislative coordinator with agenda preparation, as needed.
  • Acts as the LCRSDAB or ARB clerk in the absence of the legislative coordinator.
• Administers Leduc County annual scholarship process.
• Provides leadership, advice and support to other staff on general office administration procedures such as correspondence practices, brand and writing standards.
  • Implements changes to improve office procedures and maintain corporate standards.
  • Coordinates information sharing with all administrative assistants.
  • Reviews forms and templates for adherence to corporate standards.
• Strives to continually enhance the quality and delivery of services through efficiencies and innovation.
• Fulfills duties of the Executive Assistant – County Manager’s Office in their absence.
• Adheres to guidelines as set out in Leduc County’s policies and administrative directives.
• Accountable for working in compliance with the Alberta Occupational Health and Safety Act, Regulation and Code and participation in the Health, Safety and Wellness Program.
• Performs related duties as required.