Executive Assistant to the Commissioner
City of Kingston
Kingston, ON
The Executive Assistant performs general office duties and provides administrative, technical and logistical support to the Commissioner. This position ensures the smooth operation of day-to-day business and assists with personnel and confidential matters, strategic planning, research/report preparation, corporate performance, budgeting, meeting logistics, and delegating requests.

The Executive Assistant promotes, supports and reinforces customer service, corporate policies and procedures for multiple inter-disciplined business areas within a Commissioner’s portfolio.

The Executive Assistant is a team player with excellent communication and time management skills. The Executive Assistant needs to be available to provide support to other members of the Corporate Management Team and others as directed.

Responsibilities

Planning – Demonstrate initiative and effective planning and organizational skills to meet deadlines and complete quality work. Recommend procedural changes affecting administrative activities of the group in support of business planning. Plan and ensure compliance with related policies and legislation.

Duties also include research in preparation of Council and Committee reports and other documents, strategic planning, scheduling meetings and appointments, preparing meeting materials, drafting and distributing various correspondence, preparing procurement documents, booking travel arrangements, taking meeting notes, and assisting with other priorities as required. Assist with preparing, maintaining and monitoring the departmental budget; forecast funds for office supplies and equipment as well as the authorizing and processing of invoices.

Service Delivery – Perform work to service delivery standards and modes. Work on general and confidential projects including Council and Corporate priorities, strategic planning, reports and new initiatives. Prepare, review and distribute documents, reports and presentation material on behalf of the Commissioner. Provide administrative support for management matters. Responsible to create, maintain and retain important records.

Communication – Communicate information and ideas clearly and concisely to individuals and/or groups. Prepare correspondence on behalf of the director and department. Respond to resident and Council inquiries. Ensure an efficient flow of information within as well as external to the organization.

Customer Focus – Ensure the customer perspective is a driving force behind decisions and activities. Act as the point of contact for the group while providing excellent customer service.

Results Orientation – Use measurement methods to monitor progress toward goals. Coordinate follow-up actions with staff of the group.

Teamwork – Participate as a member of a team to move the team toward the completion of goals.

Qualifications, Competencies
2 year diploma in Business Administration, Office Administration, or a related field

5 years related experience, preferably in a municipal setting

Other Certifications and Requirements

Required to obtain and maintain satisfactory CPIC (Criminal Record Check) at own expense

Must demonstrate corporate competencies of Customer Focus, Results Orientation, Integrity and Teamwork.

Skills, Abilities, Work Demands
Highly professional, adaptable and anticipatory with excellent oral and written communication skills.

Excellent interpersonal, collaborative and customer service skills and ability to respect and maintain a high level of confidentiality.

Must possess strong organizational skills with the ability to manage multiple priorities and prioritize work effectively in a demanding environment.

Demonstrated strong attention to detail and accuracy.

Advanced skills in Microsoft Office (Word, Excel, PowerPoint and Outlook).

Familiarity with the City’s Financial Management System (FMS) relating to procurement is an asset.

Familiarity with and competence in use of corporate information management systems, including TRIM.

Knowledge of related policies, procedures, legislation and initiatives.

Closing Statement
Please apply to Career Opportunities at: www.cityofkingston.ca/Careers
Your resume must clearly demonstrate how you meet the requirements of the position. Please upload to your profile, any educational Degrees, Diplomas and/or Certificates that are relevant and required for the position you are applying to. We thank all of those who apply; however, only those selected for further consideration will be contacted. The City of Kingston is an equal opportunity employer. Accessibility accommodations are available for all parts of the recruitment and selection process. Applicants need to make their needs known in advance. Information collected will be handled in accordance with the Municipal Freedom of Information and Protection of Privacy Act.