Executive Assistant to The Chief Administrative - Kitchener, Canada - City of Kitchener

City of Kitchener

Verified Company

Kitchener, Canada

1 week ago

Posted by:

Sophia Lee

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Description

Executive Assistant

to the Chief Administrative Officer

Competition Number

Job Code
1107

Posting Date
March 15, 2023

Closing Date
March 29, at 6:00pm)
Job Status
Permanent Full-Time

The
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City of Kitchener is a vibrant and dynamic city of approximately 270,000, in the heart of southwestern Ontario. As the largest municipality in Waterloo Region, Kitchener continues to be poised for development and growth, enhancing its reputation as a leader in city-building and innovation, with nationally recognized strategies to build its neighbourhoods, its digital infrastructure and its diverse economy.
The
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City of Kitchener is WHERE you want to work Learn more about the top reasons to join us:

Why work at the City of Kitchener

Position Overview:

The Executive Assistant to the Chief Administrative Officer (CAO) provides primary confidential support to the CAO including administrative, issues management, scheduling, special projects, and research, as required. This role also provides primary administrative support for the Corporate Leadership Team (CAO and 5 Department Heads) by coordinating weekly meeting agendas, attending meetings, and developing confidential minutes for select distribution.

The Executive Assistant provides front-line customer service for the CAO's Office and responds, resolves, or re-directs issues/resident concerns in a timely and efficient manner, liaises with the Office of the Mayor and Council staff, City staff and various outside agencies.

The role also works with the Strategy & Corporate Performance team to coordinate information gathering and produce the Corporation's annual Business Plan and scheduled updates, and for cyclical Internal Audit status updates.

This position is the Administrator for the Compass Kitchener Advisory Committee and collaborates with the staff liaison to provide administrative support including coordination of monthly meetings and other duties as required for the approved annual work plan.- As the most senior Executive Assistant in the organization, you will demonstrate the highest degree of professionalism, tact, discretion, decorum and confidentiality.

You will also cultivate and sustain positive and effective relationships, working and communicating with all levels of staff, external partners and other agencies.

- Responsibilities:

Chief Administrative Officer Support

Supports the CAO in the daytoday requirements of the position. For example, triaging of scheduling request and invitations as well as proactively managing conflicts (both inperson and virtual), responding to inquiries from citizens/staff with either direct response or coordinating response/action by other staff, determining, and executing required meeting logistics, monitoring/investigating/actioning all conference/seminar booking requirements and travel arrangements, drafting of correspondence and occasional staff reports; acting a delegate within eSCRIBE for reporting approvals, maintaining mileage and parking logs.
Supports CAO participation as a member of outside boards (e.g., AMO Board) by assisting with scheduling, logístical requirements and other matters as required.
Schedules appropriate recognition of staff for special recognition milestones/events (e.g., years of service, etc.)
Takes the lead on special project investigation/arrangements as required.
Provides administrative support for ad hoc committees (internal/external) that require CAO's involvement or have CAO's sponsorship, and liaises with other city staff and government officials as required.
Processes monthly SAP Concur expenses for approval/payment

Corporate Leadership Team Administration

Provides all primary support for the Corporate Leadership Team and collaborates with staff to draft agendas and confirms content with the Chair; finalizes and circulates weekly agendas, schedules staff attendance and presentations, attends meetings to take notes and prepare confidential minutes; and maintains secure electronic files for all agendas/minutes.

Trains Departmental Executive Assistants to act in a support (back-up) capacity and schedules their participation as required to ensure coverage and continuity.

Compass Kitchener Advisory Committee Administration

Provides primary administrative support for this advisory committee of Council including orientation materials, meeting schedule, attendance tracking, member inquiries/issues, refreshments; collaborates on agenda preparation and circulation, attends monthly evening meetings, prepares and circulates minutes via ShareFile; and coordinates logistics for semiannual gathering of All Advisory Committee representatives.

General Office of CAO

Administration
Provides financial process support to CAOs Office team, working in SAP and SAP Concur to create purchase orders/monitor payments, process invoice billing requirements and monthly Corporate Visa expenses to ensure timely paymen