Executive Assistant, GM

CityofOttawa•Ottawa, ON

1d•CA$66,687 - CA$78,027•Hybrid

About The Position

You are responsible for providing a wide variety of confidential administrative support services in support of a department head/General Manager. You serve as a point of contact for client departments, senior managers, senior external contacts and members of City Council, providing an initial response to standard inquiries and directing non-standard inquiries as appropriate. Duties and responsibilities also include conducting research and compiling documentation and data in support of branch projects or departmental inquiries, generating and making revisions to reports, creating and updating databases and project files, and coordinating the administrative processes. Note: This is a generic job description that describes the typical duties of this job. Individual positions may not require the performance of all of these responsibilities, or additional related duties, within the scope of the job, may be assigned.

Requirements

Completion of 2 year community college diploma in Business/Office Administration or related field
Minimum of 4 years of clerical/administrative experience
Relevant dispositions of regulations and legislation pertaining to the branch
Branch goals, objectives, policies and procedures
The City of Ottawa’s departments and internal operational and administrative procedures and relevant contacts
General knowledge of MFIPPA regulations
Principles and practices of office management
Record keeping, filing and general office procedures
Database and records management practices
Information verification and basic statistical analysis techniques
Computer applications, including Microsoft Word, Excel, PowerPoint, Access, SAP, Electronic Records Management System and other corporate standard software as required
Knowledge of applicable health and safety legislation, including the rights and duties of workers
General knowledge of City of Ottawa payroll and financial systems and branch policies, practices, functions, systems and procedures is an asset
Excellent organization and time management skills and techniques: ability to work under pressure to meet tight time schedules and deadlines, prioritizing work and handling significant problems and tasks which come up simultaneously or unexpectedly
Strict attention to detail and accuracy in the maintenance of records: ability to balance spreadsheets and produce statistical reports
Conduct background research to investigate and solve problems in support of management and staff information needs, as well as project implementation
Client service oriented: ability to use effective and tactful oral and written communication skills with clients at all levels of the organization
Compile, organize and summarize data and information accurately and efficiently, applying policies and procedures
High level of competence in dealing with sensitive issues
Exercise independent initiative and establish priorities for own workload
Exercise sound judgment, discretion and a high degree of confidentiality
Interpret and explain rules, regulations and policies
Discretion and confidentiality
Make decisions on both routine and non-routine problems
Integrity, tact and good judgment
Designated Bilingual – specific level of language proficiency: French: oral, reading, writing English: oral, reading, writing
Must complete a Criminal Records and Judicial Matters Check (Level 2) with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction.

Nice To Haves

General knowledge of City of Ottawa payroll and financial systems and branch policies, practices, functions, systems and procedures is an asset

Responsibilities

Provide a wide variety of confidential administrative support services in support of a department head/General Manager.
Serve as a point of contact for client departments, senior managers, senior external contacts and members of City Council, providing an initial response to standard inquiries and directing non-standard inquiries as appropriate.
Conduct research and compile documentation and data in support of branch projects or departmental inquiries.
Generate and make revisions to reports.
Create and update databases and project files.
Coordinate administrative processes.