Mayor’s Executive Assistant

Purpose of position

Reporting to the General Director and working closely with the mayor, the incumbent provides technical and administrative assistance related to the management of the department's corporate files. In this context, the incumbent perform various administrative and file management tasks to ensure the efficient operation of the office. In addition, the incumbent manages the agenda and provides a communicative interface with the public, community groups, the media and government authorities.

Qualifications

• Hold a college diploma in administrative techniques;
• Completion of one year of university in administration is considered an asset.

Experience

• Minimum of five (5) years of experience that allowed the incumbent to become familiar with the responsibilities of the position.

Main Responsibilities

1. Receives, screens, fields and forwards telephone calls, analyzes the request, gathers information to provide the answer or refers the caller to the appropriate person;
2. Analyzes files and documents according to urgency, distributes, follows up on deadlines and makes necessary reminders to the persons concerned;
3. Manages the mayor’s calendar based on priorities, reminds her of meeting dates, prepares required documentation and makes travel arrangements;
4. Ensure that agendas and preparations for City Council and the General Committee are made and coordinate with other departments in the preparation of documents for these committees;
5. Prepare monthly schedules for Council and Agglomeration committees;
6. Carries out the material preparation of meetings, conferences, information sessions, inquires about the subjects to be put on the agenda and proceed with the convocations. Attends meetings, takes notes of the proceedings and prepares the minutes.

Job Profile

Knowledge of

• general office work;
• various computer programs;
• both languages (French and English) spoken and written.

Skills or Abilities

• demonstrates initiative, tact, courtesy and good judgment;
• organize work according to deadlines;
• perform writing tasks;
• ability to write clear and concise reports and correspondence;
• highly developed sense of customer service;
• perceive details and identify errors in texts;
• communicate clearly and accurately;
• guide and direct the work of employees;
• cooperate with common office equipment.

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