1. Serve as executive administrator for the CAO by providing a full range of confidential, complex administrative support which includes but is not limited to monitoring and managing the CAO’s calendar, scheduling administrative meetings, preparing meeting agendas, taking meeting notes, and making other necessary arrangements.


2. Act as a first point of contact for people wishing to speak with the CAO; gather required background information on requests and respond to general inquiries on the CAO’s behalf.


3. Manage event calendar for the CAO, respond to events, schedule appointments/conferences and provide the CAO with support in meeting appointments and deadlines.


4. Prepare, proofread, and format various documents / letters as requested.


5. When required, receive public complaints, and concerns specific to functional areas, ensuring the proper routing to the appropriate departmental staff member.


6. Research and coordinate special projects, activities and events as requested by the CAO and attend special events and other functions as required.


7. Coordinate Annual Organizational Meeting including agenda preparation and collaborate with Volunteer Program Coordinator in the recruitment and retention of Board and Committee Member at Large positions.


8. Review assess/prioritize, route, answer and follow up action items on such items as correspondence, inquiries, and corporate tasks to ensure timelines and procedures are met.


9. Administration and maintain Bylaws, Policies, Agreements and Council Reports ensuring indexes are maintained, and all relevant documentation is current, duly executed and accurately recorded in the information management system. All Bylaws require review minimum every three years.


10. Assume the role of Census Coordinator overseeing all functions related to the annual census including hiring, training and supervision of contracted enumerators, working with key staff in required departments, advertising, maintenance, troubleshooting and internal reporting of online enumeration and development of the final report to Council and Municipal Affairs.


11. Act as Secretary for the SDAB and perform all related duties, including training of board members, preparation of agenda packages, acting as liaison between appellant, the board and the Town, and communication of any decisions.


12. Assume the role of Returning Officer during Municipal Elections and assist in all aspects of the election process.


13. Conduct research and provide legislative, governance and procedural support, including analysis and research and drafting of new policies and bylaws and other related documents, such as handbooks, manuals or working papers.


14. Organize and maintain CAO’s office filing system, perform such other duties and responsibilities as assigned by the CAO.

1. Serves as the main point of contact for all elected officials by providing a full range of confidential, complex administrative support, including managing Council and multiple individual calendars, scheduling meetings with internal/external stakeholders, proof reading and preparing correspondence for signature, composing letters and email on behalf of Mayor and Council, and all other related administrative needs


2. Provide exceptional customer service by demonstrating a high degree of professionalism, tact, and political acumen in prioritizing and responding to all inquiries, telephone calls, electronic correspondence, in-person visitors, and day-to-day interactions.


3. Send out, maintain calendar invitations, and send reminders to Mayor and Council for all meetings and any other engagements.


4. Liaise with Town Council, government officials, municipalities,


5. representatives of business or community organizations, the public, and all levels of Town personnel to assist in the exchange of information and


6. communicate tactfully with discretion.


7. Assist in meeting coordination and in the planning and managing of events hosted by Mayor and Council, providing on-site support, preparation of materials, and any other requirements.


8. Monitor and provide input regarding improvements to workflow process, policies and procedures, communication mechanisms, meeting mechanics, or any other function that would enhance the alignment between the function of Town Council and the CAO.


9. Receive and distribute incoming mail and electronic correspondence following review and evaluation to identify those items requiring priority attention of the Mayor and Council.


10. Register Mayor and Council Members for events, including Mayor and


11. Council’s conference registrations and plan for accommodations and travel arrangements.


12. Utilize the corporate records management system to ensure effective and accurate records are developed and maintained, including the ability to code, safeguard, and retrieve documents.

Requirements:

Additional Job Information:

Posted Date: Apr 29, 2022
Closing Date: May 25, 2022