Executive Assistant

Morinville - Canada

Monthly Salary: Not Disclosed

Posted on: 16 hours ago

Vacancies: 1 Vacancy

Job Summary

This position performs senior level administrative support to member(s) of our Executive Leadership Team. This position must work in cooperation with Council Managers County staff ratepayers other levels of Government and the public. This position may be asked to provide support to the other Executive Assistants within Sturgeon County.

KEY DUTIES AND RESPONSIBILITIES
Executive Support and Communication Coordination (40%)

Schedules appointments plan meetings and coordinates activities. Management of Outlook Calendar.
Prepares correspondence reports agendas minutes supporting documents and Request for Decisions.
Conducts follow-up on issues and delegated tasks on behalf of the General Manager. Management of e-mail.
Serves in a liaison capacity between the General Manager and County staff.
Deals with routine internal administrative matters on behalf of the General Manager.
Serves as a contact point on behalf of the General Manager with ratepayers councillors officials from other levels of Government other stakeholders and with the general public.
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.
Provides excellent customer service while handling inquiries in person at the counter or over the telephone.

Executive Schedule Coordination (25%)

Completes registration for conferences make travel and accommodation arrangements for the General Manager.

Administrative Financial/ Bookkeeping Support (20%)

Prepares expense claims.
Codes invoices to appropriate general ledger.
Prepares meeting rooms as required.

Other Related Duties (15%)

Performs the duties of an Information Management Contact for the department.
Provides back-up relief for the Executive Assistants positions when required.
Undertakes special projects and assignments as directed.
Adheres to applicable responsibilities and accountabilities as outlined in the Sturgeon County Health and Safety Management System.

KNOWLEDGE EDUCATION QUALIFICATIONS SKILLS ABILITIES AND EXPERIENCE
The following are required in this position:

A minimum of 3 years of relevant experience in Municipal or Provincial government or other public sector organization.
Post secondary diploma in Office Administration or equivalent.
Good understanding of local government procedures and working understanding of the application of budgeting procedures.
Familiarity with records management systems in a digital environment.
Thorough understanding of the legislative requirements under the Freedom of Information and Protection of Privacy Act (POPA).
Must possess strong professional verbal and written communication skills with a thorough grasp of grammar punctuation and proofreading employing courtesy tact and discretion in dealing with requests complaints and clarification of information.
Exceptional attention to detail.
Strong organizational and time management skills with the ability to set and manage a diverse workload and priorities while meeting deadlines.
Strong focus on customer service including the ability to work effectively supporting multiple managers at once.
Ability to apply sound judgment and being accountable for any decisions undertaken.
Ability to work in a team environment or independently with the ability to take initiative and be self-motivated and demonstrate a commitment to continual learning.
Proficiency with Microsoft Office suite of products and Adobe products.
Commissioner for Oaths preferred but not a requirement.
Experience in a senior administrative role or executive support role is an asset.

Required Experience: