Executive Assistant - Planning & Community Services (Exempt)

City of Vernon•Gaylord, MI

7d•CA$66,818 - CA$78,610

About The Position

Reporting to the General Manager, Planning & Community Services, this position provides high-level administrative and operational support assisting with organizing, coordinating, tracking, schedules, communications, meetings, and confidential information supporting the GM. A high level of confidentiality and professionalism is required.

Requirements

Diploma or degree in Business Administration, Public Administration, Office Administration or related field.
A minimum of three (3) years executive assistant experience, preferably within a municipal environment.
Knowledge of public sector administrative practices, procedures and protocols.
Knowledge of office administration and executive support functions.
Knowledge of privacy, confidentiality and information management standards.
Working knowledge of budgeting, expense processing and procurement procedures
Proficiency in Microsoft Office, Microsoft Outlook, Microsoft Teams, and Adobe Acrobat
Excellent organizational and time management skills
Strong written and verbal communications skills
Strong proofreading, editing and document formatting abilities
Advanced calendar management and scheduling skills
Ability to prioritize competing demands and manage multiple deadlines
Ability to research, compile, and summarize information accurately
Strong attention to detail and accuracy.
Ability to work independently with minimal supervision.
Ability to use discretion and maintain confidentiality.
Ability to maintain professionalism and diplomacy in sensitive situations.

Nice To Haves

Completion of administrative professional training or executive support certification considered an asset
Courses or training in project coordination, communications, government administration an asset.

Responsibilities

Provides administrative assistance as required calendars, and meeting schedules as required.
Prepares reports, presentations, agendas and correspondence.
Responds to inquiries and helps resolve public complaints.
Organize meetings, conferences, and divisional events.
Taking meeting minutes and track follow-up actions.
Handles confidential documents and sensitive information.
Liaise with all divisional managers, internal teams, consultants and external stakeholders.
Support project coordination and administrative processes.
Maintain filing systems, records, and office organization.
Assist with travel, training, expense reports, invoices and budget tracking.
Prioritize tasks and ensure deadlines are met.
Performs other related duties as assigned.
All persons employed by the City of Vernon will be required to assist the City in providing emergency services. Duties assigned during an emergency may differ from regular duties.