Executive Assistant to the Director

Job Responsibility:

Under the general direction of the Director of Community Services (CmS), the Executive Assistant manages the Office of the Director as it relates to work flow, deadline control, report and correspondence handling and preparation, tracking, scheduling, agenda control, policy development and analysis and systems. The Executive Assistant provides review and analysis and prioritizes all Administrative Reports, Briefing Notes, Awards of Contract, Grant Agreements and correspondence submitted to the Director's Office for signature and/or matters requiring action from the Director. This position deals with highly confidential and sensitive information on a daily basis.

The Executive Assistant also acts as a representative for the primary contact for various projects and initiatives that fall within the scope of the Director of CmS. The Executive Assistant represents the Director's Office in dealing with members of Council; Mayor's Office, Senior Management and Department Heads; external organizations and Unions and Associations. This requires knowledge about current issues under consideration by the Director and to be familiar with the Director's position on each issue. Provides consultative services and acts as a liaison to Division Managers and staff within the department related to services, communications issues, and strategic issues management.

The Executive Assistant works closely with all leaders throughout the Organization, including advising departments on policies and procedures. The Executive Assistant is also required to prepare reports and to provide research, data analysis and special project support to the Director, as required in order to support the decision making process and to problem solve a broad variety of issues.

As the Executive Assistant to the Director you will:

• Direct and coordinate the flow of all incoming and outgoing communications for the Director's Office.

• Analyze all correspondence, reports, and contract awards submitted to the Director's Office for signature.

• Attend/view Standing Policy Committee meetings to record, communicate and track all issues and actions pertaining to the Department, based on committee discussions and dispositions.

• Liaise and provide consultative services to Division Managers and staff within the Department.

• Attend and participate in Department Management Team Meetings

• Develop and maintain an ongoing knowledge of current issues and strategic objectives being dealt with by the Director and by Divisions under their jurisdiction and assist in issue management.

• Represent the Director in dealings with Members of Council, Mayor's Office, Department Heads Associations and Vendors/Consultants.

• Represent the Department on Special Working Groups/Committees.

• Coordinate the Department's Records Management Program and provide leadership and guidance to the Department's Records Management Team through a “best practices” approach.

• Provide research support to the Director on issues as identified or required, deal with issues of a highly confidential nature and prepare reports as required for the consideration of the Director.

• Provide direction to direct reports.

• Provide advice/direction with respect to Council policies, administrative standards and procedures, and delegated authorities to the Director.

• Lead special projects as assigned, utilizing principles of project management such as planning and quality control, managing internal and external project communications, managing risk and accountability.

• Perform other duties as assigned.

Your education and qualifications include:

• Completion of a Bachelor Degree in Business Administration and 3 years of executive assistant level experience; OR has an equivalent combination including a post-secondary Certificate /or Business Administration and 5 years directly related executive assistant experience. Preference will be given to an experienced executive assistant that has worked in a similar size government organization.

• Demonstrated knowledge of corporate administrative policies and procedures and guidelines.

• Demonstrated knowledge of Political and administrative processes, committees and objectives.

• Demonstrated knowledge and understanding of the political and administrative structure of the city of Winnipeg and current departmental and corporate issues.

• Considerable knowledge of the principles of office management and of progressive office procedures and systems.

• Demonstrated ability to work independently within established policies and objectives.

• Demonstrated ability to make independent decisions related to assigning requests and establishing timeframes.

• Demonstrated ability to recognize politically sensitive issues and bring matters of priority to the Director's attention.

• Demonstrated ability to act with tact and discretion on sensitive departmental issues

• Demonstrated ability to summarize reports and other materials and compose effective and accurate correspondence and lead change initiatives.

• Demonstrated ability to review reports and to comment on subject content.

• Ability to effectively and efficiently plan the Directors schedule.

• Ability to conduct independent research on special projects.

• Ability to supervise staff.

• Demonstrated ability to communicate both orally and in writing.

• Demonstrated ability to initiate, plan, design and implement policies, procedures and projects.

• Ability to work extended hours in emergent situations.

• Ability to work under stressful situations to accommodate time limits and program changes.

• Working knowledge of safety regulations for protection of staff and public.

• Thorough knowledge of financial systems.

• Ability to adapt to changing office technology.

• IMPORTANT : Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service at application.

Conditions of employment:

• The successful applicant must maintain legal eligibility to work in Canada. If the successful applicant possesses a work permit, it is their responsibility to ensure the permit remains valid.
• A Police Information Check Satisfactory to the employer will be required from the applicant(s) or successful candidate(s), at their expense. To obtain a Police Information Check please visit