This position will provide senior level, confidential administrative support to the County Administrator and must work in cooperation with Members of Council, Managers, ratepayers and officials of other levels of government. A key requirement of this position is managing and coordinating the flow of information and activities within the Administrator’s office and for Members of Council. The EA ensures the effective operation of the administrative function and completion of projects as required by the Administrator.
Key Responsibilities Include:
Serves as a contact point, on behalf of the Administrator and Members of Council, with ratepayers, officials from other levels of Government, other stakeholders and with the public.
Follows-up on issues on behalf of the Administrator.
Reviews, summarizes and prioritizes all incoming correspondence and information. Forwards matters to the attention of the Administrator and follows up as necessary.
Responsible for calendar management of the Administrator, Council, Boards and Committees. Schedules appointments, plans meetings and coordinates activities.
Gathers information upon request and prepares summaries or background information.
Drafts correspondence, reports, agendas, minutes and supporting documents.
Assists in the preparation and processing of various policies, by-laws, agreements and other related documents.
Assembles, prepares and distributes material and information, as required, for meetings, conferences, etc.
Makes travel and accommodation arrangements for the Administrator, Members of Council, and Board members.
Undertakes special projects and assignments as directed.
Deals with routine internal administrative matters on behalf of the Reeve and Members of Council.
Responsible for supporting the County's Records and Information Management Program through the maintenance, control, and disposition of the records.
The EA acts under the direction of the Administrator, but is expected to demonstrate initiative and be capable of working independently with minimal supervision. This position requires a high degree of confidentiality and discretion, exceptional interpersonal, problem solving and oral and written communication skills, with the ability to work under pressure.
You will need to have exceptional organization abilities, a sharp eye for details, and genuinely enjoy juggling ever-changing priorities and endless tasks.
A Diploma in Secretarial Sciences from a post-secondary education institution with a minimum of 3 years’ experience in a similar role, or equivalent is preferred. Relevant experience in Municipal or Provincial government or another public sector organization is preferred. A background in a senior secretarial role or Executive support role and a general understanding of municipal types of issues would be definite assets.
Proficiency with Microsoft Office is required and proficiency with Adobe Acrobat is strongly preferred.