Executive Assistant, Office of CAO

at  City of Burlington Ontario

Position Type:
Regular Full Time (RFT)
Closing Date:
May 18, 2024
Salary/Wage Range:
$73,636.00 - $92,045.00
Working for the City of Burlington
A great career is closer than you think. Come work for the City of Burlington, where you’ll be joining an innovative and progressive workplace focused on building a 21st century city that respects the diversity of our residents, visitors and employees; and prioritizes continuous opportunities for you to learn and grow.
We don’t just spend time attracting the best talent. We spend time and resources to keep the best talent. This may include: flexible working hours, mobile and hybrid working arrangements, a great pension and benefits package, as well as programs to foster innovation and leadership.
Hours of Work
35 hours per week
Department
Office of Chief Administrative Officer
Location
This position is eligible for a hybrid work model. When attending an event or meeting in person, your primary office location will be based out of City Hall. Work location is subject to change at the discretion of the City due to operational demands.
Position Overview
The Executive Assistant for the CAO strives to maintain the overall efficiency and effectiveness of the CAO’s office while ensuring the highest regard for confidentiality and diplomacy.
Responsibilities

As the Executive Assistant for the CAO, you will:

• Effectively coordinate all meeting requests for the CAO.
• Provide the CAO with relevant information to effectively prepare for meetings and events.
• Create presentations as required.
• Schedule appropriate meeting locations, arrange travel and organize details including such things as: tech requirements, food, speakers, preparation and distribution of background materials, etc.
• Act as liaison between CAO and senior leadership team to facilitate the flow of information and internal communication.
• Create regular reports and maintain databases internal to the office of the CAO.
• Manage the agendas and document outcomes of all Senior Leadership meetings and other meetings as assigned. This position attends all meetings.
• Provide administrative support to the CAO by flagging urgent issues and responding to all inquiries and requests, finalizing reports for Committee and Council.
• Provide exceptional customer service to both internal and external customers.
• Support the CAO in developing and maintaining the annual budget for the office of the CAO.
• Perform financial and administrative duties such as tracking expenditures, processing invoices & cheque requisitions, journal entries and time/attendance tracking.
• Provide guidance, support and assistance to the departmental Administrative Assistants across the organization and oversee the Administrative Assistants Committee that meets monthly.
• Organize and assist with implementing company-wide social events.
• Perform other duties as assigned.

Requirements
The successful candidate will have an undergraduate degree/diploma preferably in Communications, or a strongly related field.
The role requires 2 to 4 years of experience providing executive level support at the director or C-suite level, paired with exceptional analytical, organizational, and diplomacy skills. The successful candidate will be proficient in digital business tools and possess the ability to manage multiple projects simultaneously. An innovative thinker and resourceful problem solver will thrive in this role. Experience using Workday or financial reporting software is considered an asset.
This position may require occasional travel between sites and/or City facilities.
Accommodations
In accordance with the Accessibility for Ontarians with Disabilities Act, the City of Burlington accommodates the individual needs of applicants with disabilities within the recruitment process. Please call us at 905-335-7602 or email us at:
hr@burlington.ca
if you require accommodation to ensure your equal participation in the recruitment and selection process.
Note to Applicants:
We thank all those who apply for positions, but only those applicants who are invited for an interview will be contacted

Please refer the Job description for details