Executive Assistant to City Manager

작업 내용

The City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors and promotes future growth. Through the actions of the Shared Principles, innovation is encouraged; communication and learning are continuous in this team environment while maintaining a positive work and family life balance.

This position is responsible for providing senior level, confidential and executive administrative support to the City Manager. The incumbent acts as a liaison between the City Manager, Mayor, Council, Senior Administration, staff, external stakeholders including all levels of government, outside agencies and the public. The Executive Assistant works independently and has the ability to exercise good judgment, handles sensitive information and deals with a wide-range of issues. Reporting to the City Manager, the Executive Assistant to the City Manager serves as an integral team member and supporting the overall operations of the City Manager’s office. This position works to ensure fluid communication, coordination and continuity occur between City Manager and other staff as required. This position will also be an active, collaborative member of the City’s larger Executive Assistant team.

Responsibilities:

Executive administrative support service for City Manager:

· Monitor and provide input regarding improvements to work flow process, policies and procedures, communication mechanisms, meeting mechanics, or any other function that would enhance the alignment between the function of City Council and the City Manager’s Office. Work with the EA, Mayor and Council, to coordinate office activities and schedules, develop and recommend office procedures.

· Manage incoming correspondence - receive, screen and effectively respond to a wide range of inquiries, complaints, concerns and requests for information. Distribute correspondence, where necessary, to appropriate department for response.

· Compose written correspondence on behalf of the City Manager as necessary; review and edit draft correspondence from City departments for the City Manager’s signature.

· Provide reception and other public relations services for the Corporate Office.

· Develop and maintain a positive relationship with both internal and external stakeholders and represent the City in a professional and courteous manner at all times.

Meeting and Event Coordination

· Monitor and manage the City Manager’s calendar. Respond to appointments and invitations for the City Manager.

· Coordinate conference registration, accommodation and travel arrangements for the City Manager.

· Prepare meeting agenda packages for weekly Corporate Leadership Team meetings. Coordinate staff attendance as required and prepare meeting notes.

· Plan, organize and coordinate City hosted events and initiatives involving other municipalities or internal staff meetings such as General Staff meetings.

· Coordinate and assist with Tri-Regional events with Parkland County and Town of Stony Plain.

Department Records Coordinator (DRC)

· Deal with highly sensitive and very confidential corporate office documents.

· Coordinate and implement department level information management activities including monitoring data throughout their lifecycle. Verify data assets have been classified, retained and disposed of, in accordance with the Corporate Classification & Retention Schedule.

· Communicate department information management business requirements to the Information Management Coordinator.

Financial Management

· Process invoices through Accounts Payable.

· Reconcile monthly VISA statements for City Manager and Executive Assistant.

· Preparation of the annual budget for City Manager and Corporate Office.

· Prepare expense claims for City Manager, arrange for approval and submit for processing in accordance with policy.

· Arrange for payment of Corporate Office annual memberships, subscriptions and sponsorships.

Qualifications:

· Post-secondary two (2) year diploma in Business Administration, Office Administration or equivalent.

· Six (6) to Eight (8) years of experience in a Senior Executive Administration role.

· Experience working in public sector is considered an asset.

What we offer:

· Competitive annual salary

· 3 weeks’ vacation to start plus an additional thirteen paid days off per year. (stat holidays)

· 100% employer paid Blue Cross Benefit Plan for you and your family. This included health, dental, travel and vision case.

· 100% employer paid Life Insurance including Accidental Death & Dismemberment, dependent life insurance for your spouse and children and LTD.

· LAPP after a one (1) year waiting period

· APEX Supplemental Pension Plan

· Employee and Family Assistance Program

· Flexible work arrangement options