Administrative Assistant, Mayor's Office - London, Canada - City of London

City of London

Verified Company

London, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Summary of Duties

Reporting to the Chief of Staff, the Administrative Assistant provides a wide variety of confidential administrative, customer service, and clerical duties within the Mayor's Office.

The Administrative Assistant is the first contact for all in-person visitors and in-bound communication within the office. This is a term contract position.

Work Performed

Assist with the appropriate redirection of inquiries by understanding the various City of London service areas, divisions, and services provided to the public.
Answer the phone and front counter and redirect to the appropriate service area or assist when able.
Understand and adhere to Municipal Freedom of Information Privacy and Protection Act (MFIPPA) guidelines when assisting residents who seek assistance from the Mayor's Office.
Retrieve all phone messages at regular intervals throughout the day with the first retrieval at the beginning of each day, respond and redirect as needed.
Arrange appointments, maintain the Mayor's calendar and advise the Administrative Coordinator of conflicts.
Create certificates for events and coordinate with Councillors for signatures as needed.
Manage all office filing systems including creating labels for files and outgoing mail.
Prepare bio notes on guests to Council every two weeks as needed.
Track Mayor's mileage each month.
Order food for meetings as needed.
Maintain and update the area's internal phone directory.
Assist with collecting and compiling data for presentations and reports.
Provide assistance throughout the Mayor's office. Provide vacation or absence coverage to the Administrative Coordinator.
Demonstrate commitment to antiracism, antioppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment.
Assist the Mayor with miscellaneous requests and undertake various special projects related to the Mayor's Office.
Demonstrate commitment and adherence to Health and Safety legislation and programs; and actively promote a culture of safety within Service Area.
Adhere to the City of London policies and procedures to include the Employee Code of Conduct.
Perform related duties as assigned.

Qualifications/Experience

Two year Community College Diploma in Office Administration
Executive or equivalent.
Minimum four years of related administrative experience or an equivalent combination of education and related professional and lived community experience.
Experience in a municipal government environment an asset.

Skills and abilities in the following areas are necessary:

Demonstrated ability to provide customer service in a high-volume environment.
Excellent oral and written communication skills.
Ability to stay organized in an environment requiring management of several priorities.
Initiative to work with mínimal supervision.
Good judgement and the exercise of discretion when dealing with confidential matters.
Proven ability and initiative to work with mínimal supervision and with the utmost discretion.

Compensation and Other Information
$50,889

This is a contract position within the Mayor's Office at City Hall. This position is being filled on a temporary basis up to November 30, 2026.

Job Reference:
COL01426