Ref #EA2025 - Executive Administrative Assistant - Out Of Scope - Full-Time

This position provides support for the Mayor, Council, City Manager and the Corporate Leadership Team (CLT) by providing confidential executive level administrative support by providing clerical support, overall executive team coordination, receiving residents and visitors, arranging travel and correspondence, and scheduling meetings. May also be responsible for training and supervising lower-level administrative staff.

Qualifications

•    Office Administration Diploma, or a diploma in business/public administration, or a relevant undergraduate degree, or a combination of education and experience that is equivalent and deemed acceptable by the City.
•    Five (5) years of related professional office administrative experience supporting an Executive or Corporate Leader.
•    Saskatchewan driver’s license & vehicle for work purposes.
•    Knowledge and experience working in a municipal or government environment is an asset.
•    Must possess key skills including active listening, note taking, and letter writing.
•    Ability to provide excellent and effective communication skills with all levels of staff, the public, field management and clients, both written and verbal.
•    Ensure confidentiality in all aspects of the work.
•    Ability to exercise considerably independent judgement and action in day-to-day work.
•    Must have the skills needed to have considerable contact with municipal, provincial and federal staff, elected officials and the general public.
•    Proven ability to work at a high level of tact, integrity, political astuteness and confidentiality.
•    Strong computer proficiency with MS Office Suite (Word, Outlook, Access, Excel, Power Point, Access).  Ability to provide data analysis and utilize advanced Microsoft functions.

Duties and Responsibilities

•    Maintain and manage multiple calendars for the Mayor/Council and City Manager, including the planning and coordination of appointments meetings, professional engagements, and social events.
•    Prepare executive responses to routine memos, letters, emails or correspondence.
•    Answer and direct calls to the Mayor, City Manager or appropriate executives and parties, taking messages as needed.
•    Arrange meeting facilities, schedule public presentations, record and transcribe various meetings, take follow-up actions as requested, and maintain a record of outstanding items.
•    Open, sort, and distribute correspondence, including email, faxes, and mail.
•    Record meeting discussions and provide minutes.
•    Greet visitors and determine access to appropriate parties.
•    Read and analyze submissions, letters, agendas, memos and determine significance, routing to appropriate personnel in a timely and efficient manner.
•    Develop and utilize historical information; provide retrieval of information. 
•    Keep the City Manager informed on team projects and other useful information related to day-to-day operations.

•    Interact with residents/visitors/ratepayers when appropriate and problem solve. 
•    Act as a conduit for Council requests to administration.
•    Oversee the planning and execution of special projects and Council-led community events, ensuring effective management of logistics and budgets.

•    Meet with special interest groups or individuals on behalf of CLT members.
•    Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention.

•    Schedule appointments, plan meetings and coordinate activities for the Mayor and City Manager.
•    Manage and maintain executive schedules including scheduling and updating appointments.

•    Prepare expense claims, reconcile and code corporate credit cards for the City Manager.
•    Review credit card statements and report to the City Manager.
•    Order equipment, office supplies.

Competition Number:  EA2025

Rate of Pay:

$70,147 - $87,416

Hours of Work:

8 hrs/day; 40 hrs/week; Monday to Friday

Posting Closing date:

This competition closes March 17, 2025 @ noon. Successful applicants will be contacted via email for interviews.