Executive Assistant

Description:

This position, under minimal supervision, provides high level, complex, confidential administrative support to all divisional directors and the manager, Legislative Services. The position requires a high level of sound judgement, diplomacy and confidentiality, and familiarity with the full breadth of City of Whitehorse programs and services.

DUTIES AND RESPONSIBILITIES:

Administrative Duties

Performs administrative duties in support of all divisional directors and the manager, Legislative Services, sometimes of a sensitive nature and frequently of a time sensitive nature, including but not limited to:

• Scheduling appointments and arranging meetings, including meetings of managers, senior management and Council;
• Recording and drafting minutes of meetings, including meetings that involve senior managers and members of Council;
• Drafting and tracking follow up of correspondence, including letters for the Mayor’s signature, liaising with the city staff to collaborate on response development;
• Drafting reports and creating tracking forms;
• Coordinating departmental/multi-divisional activities;
• Making travel arrangements

Assignments

Performs activities/handles projects, with minimal supervision, assigned by the directors and manager, such as:

• research projects, including designing and drafting related reports;
• coordinating departmental projects, external projects involving volunteers, or internal organizational projects involving other city staff; and/or
• other similarly complex projects.

Liaises with internal staff and external contacts as necessary to complete the projects, maintaining collegial relationships.

Customer Service Responsibilities

Receives and routes calls/emails/in-person enquiries, both internal and external, and responds to, resolves or distributes them, resolving employee/citizen requests for information. Receives all manner of requests, queries and complaints. Researches, drafts, follows up on and tracks inquiries and responses. Maintains effective working relationships, dealing in a confidential and tactful manner with members of the public.

Financial Duties

Reconciles credit card charges and travel claims for directors, manager and self. Makes purchases on behalf of the unit (e.g., office and first aid supplies, catering). Prepares and processes purchase orders, cheque vouchers, etc. as requested.