Executive Assistant

The City

The City is governed by a Mayor and six Councillors. The City Manager (CAO) is responsible to Council for managing all City operations. The Corporate Services Department is one of seven departments reporting to the CAO. Our organization's culture is demonstrated by our Corporate Mission and Core Values.

The Opportunity

The Executive Assistant provides high level and confidential administrative support to the Mayor, City Manager (CAO) and the Legislative Services Department.  They will provide Council with logistical support and will back-up administration to the Courtenay Civic Cemetery.  They will act as a liaison and respond to a wide range of inquiries from staff, the general public, community organizations and external agencies.  The Executive Assistant will maintain, or assist in maintaining, the organization’s corporate records management system; will coordinate meetings, take meeting minutes, and oversee the calendars for the Mayor and City Manager.  The Executive Assistant will coordinate and process travel arrangements and expense claims for the Mayor, City Manager, Council and senior leadership staff; they will coordinate CAO approvals of Senior Leadership team processes and provide administrative support for municipal elections.  

The Successful Candidate Will Have: 

• Diploma or Certificate in Administrative Office Management, or related discipline, or equivalent combination of education and experience.
• Considerable (5 years) of executive assistant/senior administrative related experience, preferably in a local government organization.
• Thorough knowledge of office administration processes and practices
• Ability to maintain confidentiality of restricted materials and knowledge
• Thorough knowledge of various office equipment
• Some knowledge of Roberts Rules of Order and Council procedures
• Proficient in Microsoft Office and related office software with strong keyboarding skills
• Some knowledge of local government business practices and services
• Strong interpersonal, public relations, written and verbal communication skills
• Ability to read and have a general understanding of bylaws and government regulations
• Demonstrated ability to act with courtesy, tact and discretion in managing confidential, sensitive or political matters
• Ability to establish and maintain effective relationships with the general public, staff, elected officials and external agencies
• Ability to take minutes quickly and accurately
• Ability to organize workload and set priorities and to be flexible with fast-changing priorities and deadlines
• Ability to work independently as well as a member of a team

COMPLEMENTARY ASSETS:

• Certificate in Local Government Administration
• Board of Examiners Certificate in Government Service Delivery

 If you have the qualifications along with the passion to help Courtenay be the most livable City in British Columbia, then submit a resume outlining how you meet the qualifications with a covering letter clearly marked “Application – Executive Assistant”.  Submit your application through the “Apply” button below. 

We thank all applicants for their interest, but only those short listed will be contacted.

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