Executive Assistant and Administrative Technical - Squamish, Canada - District of Squamish

District of Squamish

Verified Company

Squamish, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

The District of Squamish is located in the unceded traditional territory of the Skwxwú7mesh Úxwumixw (Squamish _

Nation). We offer gratitude to the Skwxwú7mesh People who have lived on these lands since time immemorial. _

External Job Posting

Position:
Executive Assistant and Administrative Technical Coordinator for Major

Projects - Industrial

Status:
Temporary Full-Time (anticipated end date of January 31, 2026)

Work Area:
Major Projects - Industrial

Posting Date:
February 14, 2024

Closing Date:
Open until filled

GENERAL SUMMARY
Under the general direction of the Director, Major Projects - Industrial, this role provides confidential, executive-level
administrative and project support to the Director, Major Projects - Industrial team, as well as technical guidance
under the portfolio of the Director.

KEY RESPONSIBILITIES

Contributes to the success of our team and the creation of our thriving community, by fostering the District of

Squamish corporate values:
Respect, Integrity, Connection and Progress.

Serves as the primary point of contact on behalf of the Director.
Provides exemplary customer service to both external and internal clients.
Provides confidential executive administrative support to the Director.
As required, provides administrative support to the Manager, Major Projects
Industrial.
Provides support for departmental and corporate strategic initiatives including coordinating the execution of

special projects.

Provides research and preliminary policy and project analysis, and draft documents related to special projects.
Monitors and coordinates the execution of projects, ensuring that they adhere to project protocols, that they

conform to applicable institutional policies, and that they are completed within the required timelines.

Participates in the recruitment, onboarding, and other employee lifecyclerelated processes of new team

members.

Provides highlevel document management, including drafting, editing, formatting, and proofreading of

documents, document storage, and archiving.

Provides leadership and guidance in best practices, and reviews work within the portfolio for quality assurance.
Provides guidance on compliance with legislative requirements and timelines.
Documents knowledge and skills gaps in the team, research learning opportunities and assists the Directors and

Manager to ensure upskilling occurs.

Drafts routine and complex correspondence and responds on behalf of the Director and other members of the

team as required.

Plans, monitors, and coordinates the daily schedule and calendar of the Director; advises of priority deadlines,

scheduled appointments, and meetings.

Consistently reviews schedules and workflow items to predict and resolve scheduling or interdependency conflicts

/ concerns before they arise. Monitors deadlines.

Ensures requests for information are appropriately tracked to completion.

appropriate.

Proactively prepares materials and background information related to meeting agenda items.
Arranges travel itineraries.
Monitors period, quarterly, midyear and yearend budget expenditures and reports variances. Gathers and

summarizes financial information related to assigned projects for submission to the project lead and sponsor.

Attends staff and committee meetings as required day or evening, and takes minutes as required.
Develops and implements new work methods and procedures, identifies problems, develops alternate solutions,

and implements changes as directed.

Maintains and controls access to a variety of confidential, restricted, and protected status files, records, and

documents.

Liaises with the Executive Assistant for GMs/CAO/Mayor on projects as necessary.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Knowledge of the Local Government Act, Community Charter, other Acts, government regulations and Bylaws

concerning District and local government activities.

Full understanding of political protocols.
Strong leadership skills including the ability to guide and support employees to achieve success.
Excellent interpersonal and communication skills and the ability to deal with people in a tactful, diplomatic, and

professional manner.

Superior organization and time management skills with strong attention to detail.
Advanced computer skills and thorough knowledge of Microsoft Office including MS Word, Excel, and Outlook.
Proven ability to thrive when challenged on a variety of projects.
Ability to establish and maintain effective working relationships with internal and external contacts.
Ability to plan, organize and prioritize daily assignments and work activities.
Ability to keep pace and anticipate the needs of the CAO and Core Leadership Team.
Demonstrated ability to maintain confidentiality and exercise discretion.

REQUIRED TRAINING, EDUCATION AND EXPERIENCE