Executive Assistant - Mayor, Council & City Manager

PURPOSE

The Executive Assistant's position involves varied and complex work requiring the ability to multi-task in a fast-paced environment. The position is responsible for performing a wide range of professional administrative duties under tight deadlines using considerable independent action and judgement, as well as a high level of accuracy, confidentiality, and discretion.

The Executive Assistant reports to the Director of Administration/Corporate Officer and City Manager provides direct executive support to the Mayor and City Manager. Functional direction may be provided by the Corporate Officer, Mayor and/or City Manager in relation to their respective areas of responsibility.

The incumbent should possess a broad knowledge of municipal government and the ability to apply that knowledge to promote an effective and organized office. This position involves considerable contact with municipal, provincial, and federal staff, elected officials, and the public.

JOB RESPONSIBILITIES

1. Manage the schedules of the City Manager and Council, including coordinating and confirming meetings, appointments, and community events.
2. Ensure efficient calendar management by anticipating scheduling needs, resolving conflicts, and prioritizing requests.
3. Arrange all necessary logistics for official travel or event attendance, such as booking transportation and accommodations and preparing detailed itineraries for conferences and meetings.
4. Coordinate all aspects of Council, committee, and executive leadership meetings to ensure they run smoothly.
5. Attend meetings to accurately record minutes and decisions, tracking and following up on action items.
6. Prepare agendas, minutes, and related legislative documents under the direction of the Director of Administration/Corporate Officer and in accordance with applicable municipal legislation, City bylaws, and established policies and procedures.
7. Serve as the communications hub for the City Manager/Mayor's offices, handling incoming and outgoing correspondence with professionalism and efficiency.
8. Draft, proofread, and format a wide range of documents, including letters, memos, emails, reports, and briefing notes.
9. Act as first point of contact, including fielding phone calls, emails, and in-person questions from citizens, staff, and external stakeholders, addressing issues directly or routing them to the appropriate department for resolution.
10. Maintain consistency and responsiveness in all correspondence to promote clarity and accountability.
11. Facilitate effective information flow between the City Manager/Mayor and internal and external stakeholders, including relaying decisions, directives, and pertinent information to Council, staff, and external agencies as appropriate.
12. Build and maintain effective working relationships with a wide network of contacts, including provincial and federal offices and community leaders and stakeholders.
13. Assist, under direction, with records management and information access processes in accordance with the Freedom of Information and Protection of Privacy Act and City records management policies.
14. Undertake special assignments, research tasks, and strategic projects as delegated.
15. Organize and attend public, interdepartmental, and Council events.
16. Assist in preparing presentations, speaking notes and background materials.
17. Provide support related to municipal elections and governance processes in accordance with applicable legislation and City policies.
18. In the event of an Emergency Operations Centre (EOC) activation, may be assigned duties within the EOC consistent with training and qualifications.
19. Provide backup support to the Director of Administration/Corporate Officer and may be appointed as Deputy Corporate Officer where formally designated.
20. Other duties may be assigned as required.

WORKING CONDITIONS

• Regular exposure to confidential labour relations, legal, personnel, and governance information.
• Frequent interaction with elected officials, senior leadership, external agencies, and members of the public requiring diplomacy, discretion, and political acuity.
• Requirement to manage multiple competing priorities and meet strict legislative and operational deadlines.
• Attendance at evening meetings, public events, and emergency response activations outside regular working hours as required.

REQUIRED KNOWLEDGE, ABILITIES AND SKILLS

The successful candidate will possess:

• Advanced organizational skills, including demonstrated ability to manage complex calendars, meeting logistics, detailed records, and multiple competing priorities in a fast-paced setting.
• Advanced written and verbal communication skills, including preparation of formal correspondence, reports, and briefing materials.
• High level of integrity, discretion, and sound judgement in managing confidential and politically sensitive information.
• Advanced proficiency with Microsoft Office Suite and collaboration platforms, including experience with document management and agenda systems.
• Proficiency in coordinating meetings and events, preparing materials, managing logistics and technology, and ensuring accurate follow-up and documentation.
• Demonstrated ability to work independently, exercise sound judgement, and meet established deadlines with minimal supervision.

JOB REQUIRED QUALIFICATIONS

Education and Training

1. Post-secondary diploma in Business Administration, Public Administration, Office Management/Administration, or a related field.
2. Additional professional training or certification, such as coursework in project management, public administration, legislative services, or corporate communication, is considered an asset.
3. An equivalent combination of education, training, and related experience will be considered.

Experience

1. Minimum five (5) to seven (7) years administrative experience in an executive assistant or senior administrative support role.
2. Proven track record of managing high-volume scheduling and communications.
3. Experience working under pressure and meeting tight deadlines.
4. Experience in a municipal government or public sector setting is considered an asset.
5. Valid Class 5 British Columbia Driver's Licence.

EMPLOYMENT STATUS

This position is excluded from the bargaining unit and is subject to the terms and conditions applicable to that status.