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Executive Assistant - Term Position

Job Type: 
Administrative Support
Organization: 
City of Chestermere
Competition Number: 
Executive Assistant- 2018
Job Description : 

As Alberta’s fastest growing municipality, the City of Chestermere has rapidly evolved from a charming summer village into a dynamic lakeside community for over 20,000 residents.  The beautiful lake, excellent schools, safe communities, pleasant neighbourhoods, growing opportunities, and a 18 hole golf course all contribute to the ambiance of a family friendly oasis.  By demonstrating Collaboration, Humour/Fun, Integrity, Professionalism and Accountability, employees at the City of Chestermere use their strengths and unique abilities to contribute to the vision of Chestermere becoming Alberta’s Oasis. 

The City is currently seeking an Executive Assistant to join our team to fill a term position ending December 31 2018. Reporting to the Chief Administrative Officer (CAO), the Executive Assistant is responsible for level lll administrative services to the CAO, Mayor and Council in support of the municipality’s overall operations. 

Main Responsibilities:  

Provide level lll administrative support in the implementation, monitoring and continuous improvement of own area of responsibility:

For the CAO

  • Scheduling and Planning e.g., manage the CAO’s schedule and ensure necessary information is available for appointments; Select convenient dates/times for meeting attendees by contacting them by telephone or in person or using the Outlook calendar function; Manage meeting logistics (facility, audio-visual requirements, supplies, food, etc.); Arrange travel, rental car and accommodations; Complete and process Travel Expense Claim forms after travel is completed; Assist the CAO in managing competing priorities through scheduling, redirecting and assuming responsibilities as assigned or delegated; Prepare and monitor the Corporate Leadership Team’s (CLT) corporate calendar to ensure CLT events and all regularly scheduled meetings requiring Director, CAO or CLT group attendance are accurately recorded.
  • Administrative Support e.g.;Receive and interpret, maintain and manage  incoming material (letters, memos, emails, reports) highlighting and prioritizing items for the CAO’s attention, deleting or redirecting information as appropriate to members of CLT or other departments; Respond to service requests as appropriate or redirect appropriately; Prepare draft responses for the CAO’s signature; Prepare correspondence/replies on routine items under the Executive Assistant signature; Prepare and distribute agendas and minutes for CLT and other meetings; Compile agenda items and minutes at CLT/SLT meetings and distribute; Prepare PowerPoint presentations, documents, certificates, cards, and similar word processing work; Maintain filing system; Manage confidential records and deal with confidential or sensitive information; Maintain filing system.
  • Customer Service e.g., Provide high level frontline customer service in person, by telephone or by email to internal and external customers, especially resident concerns and complaints; Ensure customer requests for service are efficiently and adequately attended to personally, through the CAO or by redirecting to the appropriate person for action; Organize and manage events for the CLT; Promote the City of Chestermere by providing accurate information to those enquiring about our services, facilities and our community.
  • Public Relations e.g., Liaise with other orders of government, municipalities, organizations and special interest groups; Ensure correct protocol is followed for all City-hosted functions and activities; Advise organizers of events of the required protocol for attendance and participation.

For the Mayor and Council

  • Scheduling and Planning (excluding Meetings that fall under the ambit of Legislative Services such as Council Meetings) e.g., Manage the Mayor and Council’s schedule and ensure necessary information is available for appointments; Select convenient dates/times for meeting attendees by contacting them by telephone or in person or using the Outlook calendar function; Manage meeting logistics (facility, audio-visual requirements, supplies, food etc.); Arrange travel, rental car and accommodations; Conference registrations; Complete and process Travel Expense Claim forms after travel is completed; Assist Mayor and Council in managing competing priorities through scheduling, redirecting and assuming responsibilities as assigned or delegated.  
  • Administrative Support e.g., Respond to service requests as appropriate or redirect appropriately; Prepare documents, certificates, cards, and similar word processing work; Maintain filing system; Deal with confidential or sensitive information.
  • Customer Service e.g., Provide high level frontline customer service in person, by telephone or by email to internal and external customers, especially resident concerns and complaints; Promote the City of Chestermere by providing accurate information to those enquiring about our services, facilities and our community.
  • Public Relations e.g., Liaise with other orders of government, municipalities. organizations and special interest groups; Ensure correct protocol is followed for all City-hosted functions and activities; Advise organizers of events of the required protocol for attendance and participation; Screen invitations for Council representation; Work with the Communications Team Lead to organize media conferences; Work with the Communications Team Lead to ensure appropriate promotional items are available; Work with the Communications Team Lead to draft speeches and speaking notes; Identify and promote regional initiatives and opportunities.
  • As required, participate in the enhancement and implementation of City and Department Policies and Procedures within legislative, regulatory requirements and best practices, e.g., research potential funding or training opportunities; research and prepare recommendations for social policy in collaboration with other departments.
  • Provide assistance to the CAO, Mayor and Council on sensitive issues.
  • Participate as a member of the Chestermere Emergency Response / Emergency Social Services team in preparing and enabling the community to respond in the event of a local disaster or regional disaster.

Required education and experience:

  • Certificate in Office Administration or related post-secondary education.
  • 5 years of related and progressive experience in a level lll clerical or executive administrative position.

Required certifications and/or documentation:

  • Clear Criminal Record deemed satisfactory by the City.
  • Valid Class 5 Alberta Driver’s License and a Driver’s Abstract deemed satisfactory by the City.
  • Maintain valid Standard First Aid CPR C and AED certifications.

Expected skills and attributes:

  • Working knowledge of InDesign and Publisher.
  • Analytical and creative thinking skills e.g., ability to solve problems, make decisions, negotiate and deal effectively with people.
  • Communication and customer service skills with the ability to communicate effectively in written and oral form, e.g., maintain ongoing communication to anticipate and prevent potential problems, develop and maintain positive and effective working relationships with staff, and other stakeholders, represent the CAO, Mayor and Council.
  • Ability to balance the needs of stakeholders with the needs of the City.
  • Strong work ethic and highly motivated, e.g., ability to work in a fast paced environment and respond to action requests and competing deadlines in a timely matter.
  • Strong organizational skills
  • Proficiency with MS Office, e.g., Word, Excel, PowerPoint, Publisher and Outlook.
  • Government experience is considered an asset.

Working Conditions:

  • Normal office conditions.
  • Long periods of sitting, reading and concentration.
  • Working after hours to attend Council or Committee meetings.
  • May encounter unpleasant interactions with staff and other stakeholders.
  • Stress associated with risk management, and the responsibility for administrative excellence within the team.

A detailed job description is attached.  The City appreciates receiving resumes from all qualified

individuals, however only those applicants who are short-listed for an interview will be contacted.

Closing Date: 
January 31, 2018
Application Return: 

Interested candidates are encouraged to submit their cover letter and resume referencing Job Competition 2018-Executive Assistant by 4:00 pm, Wednesday January 31 2018 to:

City of Chestermere

105 Marina Road, Chestermere, Alberta, T1X 1V7

Attention:  N Teghtmeyer

Email:  jobs@chestermere.ca 

Fax:  (403)204-7681