Executive Administrative Assistant to the Commissioner 

Position Summary

Reporting to the Commissioner of the Department, the Executive Administration Assistant to the Commissioner is responsible for providing administrative support to the Commissioner of the Department to ensure all business administrative tasks and activities pertinent to the Commissioner's portfolio are effectively managed in a timely and efficient manner. This position will also provide support to the Executive Leadership Team (ELT) in collaboration with other Executive Administrative Assistants as needed.

Key Duties and Responsibilities

• Manage Commissioner's schedule, arrange appointments, meetings, etc.
• Manage access to the Commissioner by assessing nature and urgency of the request
• Coordinates regular Department management meetings
• Arrange travel, accommodations, etc. for out-of-office events
• Supervise, undertake performance reviews, assign and monitor work of Receptionist/File Clerk
• Prepare agendas, reports, correspondence and presentation materials as required
• Ensure all documentation meets AODA requirements
• Respond to general enquiries from internal and external stakeholders
• Screen and redirect calls as appropriate
• Utilize conflict resolution skills to diffuse potentially volatile situations with angry or impatient customers, and apprise the Commissioner of any critical items
• Ensure enquiries are resolved in a timely and efficient manner, and escalate critical items as appropriate
• Provide project/special assignment support
• Gather and consolidate relevant information to support department projects and initiatives
• Prepare reports, workplans and updates for Commissioner's review
• Manage expense reports
• Prepare and submit departmental payroll, track vacation schedules
• Provide support in annual work plan development, performance review and department administrative budget development as needed
• Order office supplies
• Work collaboratively with other Executive Administrative Assistants as needed to coordinate a variety of highly sensitive and strategically significant department and City activities

Education and Experience

• Diploma in Business Administration
• Executive Administration Certificate or courses in Office Administration is an asset
• 5 years progressively responsible experience in a Senior Administrative Assistant role within the public or business sector

Required Skills/Knowledge

• Proficient in Microsoft Office Suite, and familiarity with payroll, accounting and records management systems
• Critical thinking, analytical, and problem solving skills
• Exceptional time management and prioritization skills
• Works well under pressure
• Ability to maintain privacy and confidentiality when dealing with sensitive matters
• Demonstrates good judgment and makes sound decisions
• Shows commitment to personal growth, development, and leadership opportunities
• Shares new ideas and challenges the status quo
• Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
• Takes initiative to participate in a culture of learning, mentoring, and sharing
• Contributes to building and being a part of a positive culture
• Must possess a valid Ontario Class "G" Driver's License, and have access to a vehicle for use on corporate business (mileage compensated) and will be required to provide proof of vehicle insurance upon hire

• Demonstrate the City’s corporate values of care, collaboration, courage and service

Leadership Competencies