Branch Assistant-executive and Financial Services - Courtenay, Canada - Comox Valley Regional District

Comox Valley Regional District
Comox Valley Regional District
Verified Company
Courtenay, Canada

1 month ago

Sophia Lee

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Sophia Lee

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Description

Branch Assistant-Executive and Financial Services:


Term Full-time, 35 hours per week, up to 12 months

  • Providing administrative support to all managers and staff within both branches;
  • Requesting agenda items, preparing agendas, taking meeting minutes and arranging meeting logistics;
  • Scheduling, providing links, hosting and technical support for online meetings/webinars;
  • Drafting correspondence such as reports, briefing notes and contracts, including spreadsheets, charts and graphs;
  • Responding to enquiries of a general nature over the phone or in person, and referring more complex or unusual enquiries to appropriate staff for response;
  • Acting as the SharePoint administrator for nonconfidential sites for both branches;
  • Researching, preparing and processing forms, reports, notices, media releases, correspondence, advertisements and other documents and materials relating to branch programs and processes;
  • Performing various administrative duties related to the processing and maintenance of requests for proposal, contracts and agreements and freedom of information requests;
  • Maintaining management reports and project tracking systems, and supporting staff to ensure deadlines are met;
  • Maintaining various files, databases and spreadsheets, updating relevant resource materials for the branch, and archiving files on a prescheduled basis;
  • Providing information to a wide variety of internal and external contacts and relating appropriately with community leaders including elected officials, external officials and representatives of outside organizations;
  • Updating and publishing content as needed to both the intranet and external website;
  • Assisting the Deputy CAO and CFO in maintaining the business continuity plans for each branch;
  • Providing administrative support for an Emergency Operation Centre as needed;
  • Providing backup administrative support to the Executive Assistant to the Chief Administrative Officer and other branches as needed.
  • A strong communicator with a collaborative approach, including the ability to relate effectively with internal and external contacts;
  • Accurate and efficient with strong research and writing skills;
  • Courteous and tactful, with strong customer service skills and the ability to effectively respond to complaints when required;
  • Experienced in providing administrative support to a department with over one, up to two years of directly related experience, preferably in local government;
  • Educated in office administration, including an office administration course of six months to one year in duration at the postsecondary level following high school graduation (an equivalent combination of education and experience may be considered);
  • Knowledgeable in the practices and processes involved in local government office administration (additional education in local government is preferred);
  • An advanced user of Microsoft Office Suite, with emphasis on presentations and word processing;
- person interviews are available.

  • The CVRD respectfully acknowledges the land on which it operates is on the unceded traditional territory of the K'ómoks First Nation, the traditional keepers of this land._

Education :
Other trades certificate or diploma
Experience : 2 years to less than 3 years
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