Executive Assistant Members of Council

Job Responsibility: Posting Id 2652 Department Corporate and Financial Services Division Office of the Clerk Section Office of the Clerk Administration Job Grade Contract Admin Grade 03 Rate of Pay $37.33 - $42.42 Hourly Job Type Temporary Full Time

• Contract

Contract Length/End Date November 2026 Replacement/New Position Replacement Posting Type Internal and External Posting Date 06/26/2024 Application Deadline 07/10/2024

Position Summary

The Executive Assistant is responsible for providing administrative support to a member of Council to ensure all business administrative tasks and activities pertinent to the Councillors' business are effectively managed in a timely and efficient manner.

Key Duties and Responsibilities

• Receives, addresses, and relays constituent matters on behalf of an elected official while acting as an ambassador to facilitate the exchange of information to work towards effective solutions.
• Prepares correspondence, documents, memos, and minutes as well as supports and obtains day-to-day work assignments and directives from their member of Council. In carrying out these assignments and directives, the Administrative Assistant serves as a direct representative and extension of the member of Council while working under limited supervision.
• Coordinates, manages and maintains the member of Council calendar and schedule to ensure that they are aware of their meetings and appointments. Manages members of Council expense, constituency and conference budgets.
• Treats interactions and various materials with a high degree of security, confidentiality, sensitivity and discretion, while identifying priorities and action to be taken to serve the needs of the member of Council.
• Provides support for member of Council special events/meetings and conference events in order to ensure that events are executed at a high level and to ensure that the member of Council is prepared for conferences. Offer support to the councillor by attending special events/meetings, setting up, welcoming the residents, registering the residents, distributing materials, and other related tasks.
• Reviews meeting agendas and upcoming issues to provide researched and relevant summaries/backgrounders. As well as tracking and identifying emerging and current issues City-wide (issues identification). Manages member of Council expense, constituency and conference budgets.

Education and Experience

• College Diploma in an Executive Assistant Program
• Minimum of 4 to 5 years related experience

Required Skills/Knowledge

• You must possess a valid Ontario Class "G" Driver's Licence and have a vehicle for use on corporate business (mileage compensated)
• Ability to multitask in a fast paced environment
• Proficient in MSOffice, Adobe, and Social Media
• Experience working in high-level political or executive office with the ability to manage the challenges associated with this work environment.
• Understanding of the municipal and regional levels of government and the services provided by both levels of government.
• General knowledge of Provincial and Federal government functions, structures and responsibilities.
• Ability to work independently, combined with well-developed organization and time management skills and the ability to deal effectively with tact, courtesy, discretion and diplomacy with all levels of staff and the public
• Ability to independently resolve problems and issues under minimal supervision
• Ability to work flexible business hours to accommodate special events/meetings on weekends and/or evenings as required.
• Demonstrates good judgment and makes sound decisions
• Shows commitment to personal growth, development, and leadership opportunities
• Shares new ideas and challenges the status quo
• Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
• Takes initiative to participate in a culture of learning, mentoring, and sharing
• Contributes to building and being a part of a positive culture
• Demonstrate the City's corporate values of care, collaboration, courage and service

Leadership Competencies

• Demonstrates personal leadership
• Builds people and culture
• Cultivates open communication
• Shapes the future
• Navigates and leads through complexity and change

Attention Internal Candidates: All current City of Richmond Hill employees are required to apply via the ‘ View Jobs for Current Employees ' link on the City's Careers Page .

We thank all candidates for their interest, however, only those under consideration will be contacted.

The City of Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.