NATURE AND SCOPE OF WORK

The Executive Assistant is responsible for providing administrative services of a complex, sensitive, and diversified nature to elected officials and members of the Executive Leadership Team as assigned.  In this position, using superior time management, effective communication both verbally and written, and keen judgement, the incumbent will be a reliable self-starter who plays an instrumental supporting role in ensuring the effectiveness of the offices to which they’re assigned.   Handling issues and correspondence of a confidential nature, this position will be required to be highly organized in being tasked with making meeting arrangements, providing and compiling critical information, preparing detailed reports, presentations, agendas, meeting minutes and a variety of sophisticated documents.  This position will require considerable independent judgment and the ability to deal with confidential information in a professional a tactful manner. 

SUPERVISION RECEIVED

Reports to the  Manager of Executive Services

SUPERVISION EXERCISED

May provide supervision to department interns or practicum placement students

KEY RESPONSIBILITIES

• Performs a variety of administrative duties frequently of a confidential nature including making meeting arrangements, providing and compiling critical information, directing incoming messages, typing and processing a variety of sophisticated documents, drafting of appropriate responses and working on confidential projects. 
• Prepares detailed reports, presentations, agendas, meeting minutes, graphs, and complex documents. 
• Prepares travel arrangements for members for the Executive Leadership Team as required.  Completes and processes travel expense claim forms.
• Provide full administrative support to committees, projects and operations as assigned.
• Proofs documents for content and accuracy; tracks and returns to appropriate person or department.
• Researches confidential and non-confidential data and other information for use by the Executive Leadership Team.
• Ensures the Executive Leadership Team calendars are current.  Reviews calendars on a daily basis and ensures the necessary information is prepared for their appointments.
• Coordinates arrangements for events as assigned, including: refreshments, purchasing appropriate gifts, decorations and other items; secures suitable meeting places and the necessary equipment for meetings and events.
• Provides a variety of information and assistance to internal and external contacts as required, ensuring the appropriateness of releasing the information of a confidential or sensitive nature and referring inquiries to other departments as appropriate.
• Keeps informed of general activities and concerns of the Executive Leadership Team; answers inquiries and complaints from staff and public as able, referring others to appropriate departments and maintains a good working relationship with members of Council, staff and the public.
• Promotes the City’s corporate philosophy and goals.
• Promotes the Fort St. John area and the City of Fort St. John as an organization by providing accurate information to those enquiring about our services, facilities and our community.
• Ensures that inquiries and complaints regarding department policies and activities are handled promptly, effectively, efficiently, and with courtesy.
• Maintains a level of continuing education so as to keep abreast of developments in all phases of work responsibilities. 
• Provides assistance to other Directors and staff as directed or required.
• Contributes to a positive work environment by modelling a respectful workplace, as per City policy.
• Takes reasonable care to protect the health and safety of themselves, and the health and safety of others who may be affected by their acts or omissions at work. Complies with the City of Fort St. John’s Occupational Health and Safety program and all applicable policies and procedures

CORE PERFORMANCE OBJECTIVES

• Client Focused – strives to provide superior public service
• Resource Management – never takes money from taxpayers before absolutely necessary
• Leadership – professional recommendation, servient implementation
• Innovation – debates and challenges processes

PERFORMANCE FACTORS

REQUIRED SKILLS, QUALIFICATIONS, LICENSES, CERTIFICATIONS AND REGISTRATIONS  

• Completion of Grade 12 or equivalent, supplemented by completion of a post-secondary program in office administration. 
• Minimum of three years of related experience in an administrative role, preferably in municipal government. 
• BC Class 5 Drivers’ License
• Advanced knowledge of MS Office products, principally Word, Excel, PowerPoint, and Outlook; familiarity with performing administrative tasks on a server-based network.
• Demonstrated problem-solving ability, ability to work independently, within assigned timeframes, with ability to multi-task and prioritize
• Excellent interpersonal skills and demonstrated ability to handle a complex and varied workload in a flexible manner, often under pressure.
• Proven minute taking ability completed accurately and in a timely manner; ability to type with considerable speed and accuracy.
• Excellent proofreading skills, as it relates to grammar, spelling, punctuation, business letter, and report writing techniques.
• Excellent verbal and written communication skills with both City staff and external contacts.
• Ability to present a neat appearance and to deal with confidential information in a professional and tactful manner. 
• Ability to work varied hours as necessary to meet the requirements of the position.
  
  

PHYSICAL DEMANDS

This position may entail lifting, climbing, walking, standing for long periods of time, sitting for

long periods of time, looking at a computer for long periods of time, and lifting and/or moving

items that can weight up to 25 lbs.

GENERAL

The Executive Assistant shall meet the level of satisfactory performance in each of their responsibilities and annual work objectives/ development plan. The quality of work expected, shall be

based on measurable volume and compared against meaningful standards, and considering any unusual conditions which affect output. The quality of performance expected will be based on the frequency of

errors, efficient use of resources, excellence of workmanship, and measured against work objectives and division performance measures.

Formal application, rating of education and experience, oral interview and reference check, and job related tests may be required. The duties listed above are intended only as illustrations of the various

types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of

the job change.