The City of Guelph is a vibrant community with over 120,000 people located in the heart of Southern Ontario, just one hours driving distance from Toronto. Set in a picturesque natural setting, Guelph is known for its rich architectural heritage, growing economy and excellent quality of life - all good reasons to consider a career in this beautiful city.
Resumes are being accepted for the position of Executive Assistant to the Mayor within the Office of the Mayor. The successful candidate will perform a variety of highly responsible, confidential, senior and complex executive administrative duties. Using independent judgment and discretion, this position will implement and apply city policies, by-laws and regulations in response to requests for information and assistance to the general public with a strong focus on quality customer service and continuous improvement processes. Guided by the corporate strategic plan and utilizing the corporate core values, the candidate will aid in the achievement of the City’s vision of making a difference and its mission to build an exceptional city by providing outstanding service and value.
•Provide Executive Assistant services to the Mayor including handling sensitive and confidential matters and responding to these issues on their behalf when appropriate
•Manage the Mayor’s calendar, including organizing meetings involving multiple stakeholders, and prepare for meetings by coordinating briefing notes and background information
•Manage invitations received by the Mayor, including scheduling public appearances, coordinating logistics, and liaising with community members and organizations
•Plan functions and special events hosted by the Mayor, including administering budgets
•Formally represent the Mayor’s Office at functions, special events and make presentations on their behalf
•Anticipate, identify and manage emerging issues and challenges, providing advice to the Mayor and staff as required
•Organize communications to the Mayor including telephone calls and e-mail messages, and provide assistance using independent judgment to determine those requiring priority attention
•Deliver exceptional customer service to constituents in a timely manner by advising on city policies, by-laws and regulations in response to inquiries and complaints; refer inquiries as appropriate
•Act as liaison between the Mayor’s Office and departments, the Executive Team, media, Boards and Commissions and Members of Council
•Maintain effective and cooperative relationships with representatives of other municipalities, community organizations, the private sector and the general public, and present a high standard of public relations
•Research, compose and prepare correspondence and reports
•Track the nature of inquiries/complaints received in the Mayor’s Office and prepare reports to the Mayor for review, with recommendations for resolution
•Prepare the budgets for the Mayor’s Office and Council; maintain and monitor expenditures and variances to the budget
•Identify, analyze, recommend and implement organizational or procedural changes affecting administrative activities in the Mayor’s Office
•Participate in the development and administration of the Council development program
•Coordinate travel arrangements and reservations for the Mayor and Councillors
•Provide Executive Assistance to the CAO as required during absences (vacation, workshops, etc.) of the CAO’s Executive Assistant
•Successfully undertake all the above duties, and special projects or other duties as assigned by the Mayor, with an innovative outlook and advanced leadership capability.
•Post secondary education (college diploma or university degree) in a related discipline
•Considerable experience providing administrative assistance to an elected official, executive or senior level management position, preferably in a public sector or municipal environment
•Candidates with an equivalent combination of education and experience will be considered
•Valid Class “G” Drivers licence and good driving record.
•Strong planning and organizational capabilities with the ability to manage multiple priorities and assignments in order to meet deadlines
•Excellent communications skills (oral and written) with the ability to communicate with the City’s constituents, businesses, members of Council, and all levels of staff
•Excellent presentation skills with the ability to prepare presentations and formally present to a broad range of stakeholders
•Ability to maintain strict confidentiality and professionalism, while exercising tact and diplomacy in all undertakings
•Understanding of Municipal Government processes
•Excellent customer service skills with the ability to interact with a broad range of stakeholders.
•Ability to handle and implement change management strategies effectively and successfully
•Exemplary mediation and public relations skills along with strong research and analytical abilities
•Advanced computer skills in Microsoft Office (Word, Excel, Power Point and Outlook) internet research and social media.
Applications must be received online by October 28, 2012. Please note you will be required to complete a short online questionnaire specific to this position as part of the application process. To apply for this position click on the “Apply for this Job” icon, instructions will follow.
Personal information collected through the recruitment process will be used solely to determine eligibility for employment.
We thank all candidates in advance; however, only those being considered for an interview will be contacted.