Senior Executive Assistant – Mayor and Council

at  The City of Spruce Grove

ABOUT US

The City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors, and promotes future growth.
The “Values, We Live By” are accountability, communication, leadership, integrity, and respect while we work towards maintaining a work/play balance.
We are an organization that cares, an organization that is committed to our city and committed to you. The City of Spruce Grove is committed to public service, where everyone feels empowered to contribute their best work. We believe that by working together in a spirit of collaboration and respect, we can achieve great things.

THE OPPORTUNITY

Are you looking for a unique and exciting opportunity to foster relationships and support Elected officials and the Chief Administrative Officer. If you possess a high degree of political acumen and organizational skills, then look no further. In this role you will provide exceptional customer service in supporting the operations of Mayor and Council, through the office of the City Manager.
Reporting to the City Manager, the Executive Assistant performs executive administrative services for the Mayor and Council. The Executive Assistant works independently and has the ability to exercise good judgment, handles sensitive information and deals with a wide range of issues. The Executive Assistant communicates with government officials, municipalities, representatives of business or community organizations, the public, and communicates tactfully and with discretion. The Executive Assistant to Mayor and Council serves as an integral team member of the City Manager’s Office supporting the overall operations of the City Manager’s office. This position works to ensure fluid communication, coordination and continuity occur between Mayor and Council and the City Manager, and with Intergovernmental Affairs, City Clerk, Community Stakeholders, Corporate Communications, and other staff as required. This position will also be an active, collaborative member of the City’s larger Executive Assistant (EA) team.
This is a full-time permanent position with a salary range of $72,599.80 - $86,304.40.

REQUIRED QUALIFICATIONS:

• Post-secondary two (2) year diploma in Business Administration, Office Administration or equivalent.
• A minimum of six (6) years of experience in a Senior Executive Administration role.
• Extensive knowledge of administrative and clerical procedures and systems such as word processing, managing files and record-keeping, designing forms, and other office procedures and terminology.
• Excellent customer service delivery experience in face-to-face, online, and over the phone environments.
• Working knowledge of municipal government business activities and processes.
• Working knowledge of an electronic based records management system.
• Understanding of the Freedom of Information and Protection of Privacy Act.
• Excellent typing skills.
• Advanced command of English language, grammar, composition, and format.
• Advanced communication skills, both written and oral.
• Excellent interpersonal skills and the ability to work well with staff at various levels of the organization.
• Displays professionalism and discretion when dealing with customers given the highly sensitive nature of material that comes to the office.
• Excellent knowledge of Microsoft Office (Word, Excel, Outlook).
• Demonstrates initiative and ability to work independently, with little supervision. Capacity to organize your own time as well as the schedules of others.
• Ability to work independently, and problem-solve.
• Strategic and systems thinker.
• Issues Management including confidence to synthesize information and provide recommendations for action.
• Be responsive to the public and communicate comfortably with staff.
• Advanced knowledge of Microsoft Office - Outlook, Work, Excel, PowerPoint.
• Advanced knowledge of Explorer/Google Chrome, and financial management software.

ASSET QUALIFICATIONS:

• A certification in Information Access and Privacy Protection (IAPP).

1. Corporate Office Management and Executive Support

• Provide senior level confidential and administrative support to the City Manager.
• Monitor and provide input regarding improvements to workflow process, policies and procedures, communication mechanisms, meeting mechanics, or any other function that would enhance the alignment between the function of City Council, the City Manager’s Office, and other City Divisions and/or Departments.
• Work with the EA, City Manager’s Office, to coordinate office activities and schedules, develop and recommend office procedures. Oversee tasks assigned to the Administrative Assistant – Council in support of the Corporate Office.
• Develop the annual budget for the Office of the Mayor and Council, monitor expenditures and provide reporting to Council on status of individual budgets.
• Develop and maintain a positive relationship with both internal and external stakeholders and represent the City in a professional and courteous manner at all times.
• Respond to requests for City items for fund raisers and other events working with Communications on provision of items.
• Act as back up for the Administrative Assistant.

1. Office Representation and Management for Mayor and Council

• As the main point of contact for all elected City of Spruce Grove officials the Executive Assistant provides a full range of confidential, complex administrative support.
• Provide exceptional customer service by demonstrating a high degree of professionalism, tact, and political acumen in prioritizing and responding to all inquiries, telephone calls, electronic correspondence, in-person visitors, and all day-to-day interactions.
• Acts as liaison for Mayor and Council with both internal and external partners.
• Receive and distribute incoming correspondence and identify matters requiring priority attention of the Mayor and/or Council.
• Prepare and review correspondence for signature and send email responses on behalf of Mayor and Council
• Organize and lead regular cross organization meetings with representation with Communications and Intergovernmental Relations to ensure seamless meeting attendance and material preparation for Mayor and Council meetings and events.
• Manage the preparation of appropriate briefing materials and speaking notes for all meetings, events, and invitations.

1. Department Records Coordinator (DRC)

• Deal with highly sensitive and very confidential Corporate office documents.
• Coordinate and implement department level information management activities including monitoring data assets throughout their lifecycle.
• Set up records in CM9 for each calendar year.
• Ensure all meeting documentation is filed accordingly.
• Promote and educate on corporate information management practices.
• Verify data assets have been classified, retained, and disposed of, in accordance with the Corporate Classification & Retention Schedule.
• Communicate department information management business requirements to the Information Management Coordinator.

1. Financial Management

• Monitor and provide regular reporting to the City Manager on budget forecast and status.
• Reconcile monthly VISA statements for the City Manager and Senior Executive Assistant.
• Assist with the preparation of the annual budget for the Corporate Office.
• Process expense reports and per diems for Council and the City Manager, arrange for approval and submit for processing in accordance with policy.
• Arrange for payment of Corporate Office annual memberships, subscriptions, and sponsorships.

1. Other Duties

• Understand and provide leadership for Health and Safety by making every reasonable effort to ensure the health and safety of staff within the section. Understand the safety incident reporting requirements.
• Contribute to a positive safety culture by always acting in a safe manner and complying with City safety policies and procedures for staff and contractors.
• Act as a steward of the City’s Corporate Culture by following the “Values, We Live By”.
• Perform other job-related duties.