Executive Assistant Jobs

Competition #23/157

Internal/External Posting

Closing date July 11, 2023

Executive Assistant (Regular Full Time)

City Manager's Office

Position Summary

Reporting to the City Manager, provides executive assistance to the City Manager and the Office of the City Manager.

Major Accountabilities

• Perform other related activities.
• Provides secretarial services to the City Manager by scheduling meetings, obtaining and preparing support materials, prepares agendas; transcribes minutes of meetings, attends meetings as required; liaise with senior staff and following up on commitments to ensure completion of projects.
• Manages the City Manager’s correspondence, telephone calls and appointment schedule; assemble information and briefing materials as needed for the City Manager; gathers data and coordinates the flow of highly confidential information to the City Manager.
• Establishes and maintains ongoing dialogue with representatives of a wide variety of community, business and media associations as well as public and private agencies to keep abreast of current issues.
• Researches and analyzes material relating to current initiatives and issues; provides communications and senior administrative assistance to the City Manager on internal operations.
• Prepares written material such as speeches, briefing notes, reports, memos and other correspondence for the City Manager.
• Coordinates the daily operations of the Office of the City Manager; organizing office equipment and ordering supplies; organizing special workshops and arranging related logistics.
• Represent the City to other organizations, government agencies and the public including responding to meeting requests for municipal, community and business leaders; liaising with federal and provincial officials re meetings; responding to or referring inquiries and complaints from the public.

Qualifications

• Up to 2 years of progressively responsible secretarial experience in an executive office environment.
• Grade 12, Certificate in Office Administration.

This individual should have strong interpersonal skills, excellent verbal and written communication skills, ability to work independently with minimal direction and handle multiple work assignments.

Competencies

Level 1 or higher, Exempt Competency Framework.

Work schedule Monday to Friday (35 hour work week)

Pay Band 1 ($63,140.34 to $74,283.31)

Job Code #3426

This is an exempt position

To apply for this opportunity you will need to create an online profile or log back in to our career portal at www.victoria.ca/jobs - only online submission will be considered. All applications must be submitted online by 430 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications and supporting materials as outlined in your resume.

At the City of Victoria, we are committed to recruiting a diverse workforce that represents the community we serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.

If you require assistance, please email us at [email protected].