Executive Assistant to the CAO and Mayor

The Corporation of the Municipality of Leamington• Leamington, ON, CA, ON

2d•CA$48 - CA$56•Onsite

About The Position

This is a temporary contract position for 14 months within the Office of the CAO. The Executive Assistant reports to the Chief Administrative Officer (CAO) and is responsible for providing comprehensive administrative support to both the CAO and the Mayor. This role involves overseeing and supporting the administrative functions of the CAO's office, including reception, scheduling, coordinating meetings, and ensuring timely responses to action items and other assigned projects. The position requires a high level of confidentiality and customer service.

Requirements

Minimum of a two-year post-secondary school diploma in Business or Office Administration, or equivalent education and/or experience.
Minimum of four (4) years of executive assistant and corporate customer service experience, dealing with matters of urgency, confidentiality, and high sensitivity.
Excellent and effective verbal and written communication skills.
Strong organizational skills and interpersonal skills that support a high level of customer service.
Strong research skills with the ability to effectively draft documents and correspondence.
Proficiency in computer applications in a Microsoft Windows environment.
Experience in coordinating special events, projects, and meetings.
Possession and maintenance of a valid Ontario Class ‘G’ Driver’s Licence.

Nice To Haves

Education in Public Administration, including the AMCTO Municipal Administration Program.
Fluency in more than one language.

Responsibilities

Provide customer service via telephone or email inquiries for the CAO and Mayor.
Draft letters, notices, and circulations for the CAO, Mayor, and others as assigned.
Monitor and support incoming/outgoing mail, electronic communications, emails, and courier services for the CAO and Mayor.
Prepare correspondence, slideshow presentations, reports, and spreadsheets as requested by the CAO and Mayor.
Conduct research and prepare information for the CAO and Mayor.
Provide administrative support for Directors’ Meetings and internal staff meetings, including scheduling, preparing agendas, and recording minutes.
Provide administrative support to Committees of Council, as assigned.
Participate as a municipal representative on Committees of Council, as required.
Handle confidential documents related to the collective agreement grievance process for the CAO.
Manage the administrative process and maintenance of the Corporate Policy Manual.
Scan, file, and retain records and information for the Office of the CAO and Mayor.
Arrange invitations and reservations for meetings and functions for the CAO, Mayor, Council, and Senior Administration.
Coordinate special events and projects for the CAO and Mayor’s office.
Coordinate attendance, registration, travel, and accommodations for external events, conferences, and seminars for the CAO and Council members.
Maintain a spreadsheet to track Council conference and training expenses.
Prepare invoices with account numbers for the CAO's signature.
Complete expense reports and other monetary duties for the CAO and Mayor.
Assist with the municipal election process, as assigned.
Comply with applicable provincial and municipal legislation, including the Municipal Freedom of Information and Protection of Privacy Act, and the Municipality’s Records and Information Management Program.
Comply with the Occupational Health and Safety Act, applicable regulations, and the Municipality’s Health and Safety Program.
Perform other duties as assigned.