Executive Support and Communication Coordination (40%)
- Reviews all incoming correspondence, forwarding matters to the attention of appropriate County staff and following up, as necessary.
- Deals with routine internal administrative matters on behalf of the General Manager and Managers.
- Digitizes paper records and maintains the organization of digital files within the Division.
- Prepares correspondence, reports, agendas, minutes, RFDs and supporting documents.
- Serves in a liaison capacity between the General Manager and staff, ratepayers, councillors, officials from other levels of Government, other stakeholders, and with the general public.
- Conducts follow-up on issues and delegated tasks on behalf of the General Manager.
- Gathers information upon request and prepares summaries or background information/reports.
- Assembles, prepares, and distributes material and information, for meetings, conferences, etc.
- Attends meetings and takes minutes as required.
- Creates and maintains detailed and complicated Excel spreadsheets as required.
- Provides excellent customer service while handling inquiries, in person or over the telephone.
Executive Schedule Coordination (20%)
- Schedules appointments, plans meetings and coordinates activities.
- Completes registration for conferences, makes travel and accommodation arrangements for the General Manager and/or Managers.
- Prepares meeting rooms as required.
Administrative Financial/ Bookkeeping Support (20%)
- Prepares expense claims, reconciles, and codes corporate credit card for General Manager.
- Codes invoices to appropriate general ledger and monitors budget expenditures for the General Manager’s office.
Other Related Duties (20%)
- Provides back-up relief for the Executive Assistants positions when required.
- Undertakes special projects and assignments as directed by the General Manager.
- Performs the duties of an Information Management Contact for the department.
- Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System
