- Arrange meetings, recognize shifting priorities, and manage schedules appropriately to maximize the effective use of the General Manager's time. Create weekly binders for Council, Committees, Executive Leadership, and daily meetings, containing the anticipated materials the GM will need to read and use in the week ahead.
- Work to resolve complex and sensitive issues using your well-developed political acumen.
- Organize Senior Management Leadership meetings and circulate agendas and materials in advance.
- Communicate with all levels of the Corporation and the public via email, in person or virtually.
- Collaborate with Council and their staff as required and respond to inquires.
- Maintain pending correspondence, files and retrieve information including confidential material.
- Manage office moves; office's stationary needs, prepare corporate credit card reconciliations and book travel; arrange venue bookings and catering when hosting in-person meetings with attendees.
- Perform records management duties for the GM office, including handling of all electronic and physical files, and coordination of Department reports.
- Arrange Service Milestone pins and certificates with the Corporate Recognition Program. Qualifications
- A completed 1-year Certificate/Diploma in Business, Office Administration or a related field and at least 5 years of senior administrative experience OR;
- A completed 2-year Diploma in Business, Office Administration or a related field and at least 3 years progressively senior administrative or secretarial experience.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams, OneNote, SharePoint) and Adobe Acrobat is required.
- Proficient in using Content Server, Integrated Records Information Management (IRIMS), OneDrive, PeopleSoft Human Capital Management (HCM), and Financials and Supply Chain Management (FSCM).
- Ability to learn new business technologies as they evolve and change.
- Knowledge of City policies, procedures and operations is considered an asset.
- Ability to interact with all levels of The City staff, elected officials, external organizations and the general public.
- Effective communication skills with a focus on relationship building.
- Demonstrate organizational skills, high attention to detail and adaptability to a changing environment.
- Must demonstrate competence, collaboration, commitment and character.
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