Municipality of North Cowichan Looking for Executive Assistant to the General Managers at Duncan, BC Full Time

The Municipality of North Cowichan (population 30,000) is located in the beautiful Cowichan Valley on Southern Vancouver Island, between Nanaimo and Victoria. Our communities of Chemainus, Crofton, Maple Bay, and the South End including University Village, are home to a multitude of artistic, cultural and outdoor recreational activities. The Municipality provides a stable and varied work environment, competitive pay and benefits, and an opportunity to participate in a remote work program where operationally feasible.

We are inviting applications from candidates with the proven skills, qualifications and abilities for the position of Executive Assistant to the General Managers (GMs). If you are self-motivated, looking to take on a new challenge where you can make a difference, enjoy both responsibility and accountability, and are ready to join one of British Columbia’s most inclusive and environmentally conscious municipalities, we look forward to receiving your application!

This position is a key support for the General Managers and must maintain an efficient flow of information between the GMs, the Office of the CAO and Mayor, the senior leadership team, other staff and consultants. This position is also the initial contact for enquires for the GM’s including members of the public, staff and Mayor and Council, etc.

The successful applicant will possess organizational and political awareness and will be an effective and professional communicator. The work environment is fast-paced, and the role requires a high attention to detail without compromising on high productivity and output. This role is best suited to someone with self-confidence, an interest in public administration and a desire to continuously learn on the job. Key accountabilities for this role include, but are not limited to:

Develops and maintains effective working relationships with the Senior Leadership Team and other administrative support staff.

Manages the daily electronic calendar of the GMs, advises the GMs of emergent or time-sensitive issues and attends meetings with the GMs as required.

Manages the flow of information between the GMs, the Office of the CAO and Mayor, and other departments; communicates and collaborates with various administrative support staff in respective departments to ensure the accurate and timely completion of items and initiatives required by the GMs.

Coordinates the weekly senior leadership team meeting, including coordinating the agenda, taking minutes, and tracking and following up on action items.

Monitors, screens and directs incoming phone calls and as appropriate, responds to enquiries, determines problems on the GM’s behalf and redirects as appropriate.

Initiates replies on routine and increasingly complex Develops and maintains a tracking system to ensure correspondence, reports, etc., are completed within critical timelines.

Coordinates and organizes simple and complex meetings/events involving internal and external attendees. Ensures that all relevant information is prepared (i.e. agendas, presentations, meeting minutes, information packages, ), and handles other event details including catering, audio/visual requirements, etc., as required.

Types, creates, formats and proofreads a variety of documents and materials such as reports to Council, internal and external communications, memos, presentation materials, graphs, tables, and spreadsheets using desktop tools such as Word, Excel, PowerPoint and Outlook. Documents and materials may be of a confidential nature.

Coordinates the processing and approval of invoices, purchase orders and other payables and procurement related documentation.

Coordinates approval of time sheets, time-off requests and other human resources administration tasks to support the GMs.

Conducts basic internet research and searches for and reviews internal records to successfully perform

Provides administrative support and assistance to the Senior Leadership Team and their

Facilitates and provides administrative support for corporate planning activities such as budget and business planning, strategic planning, and other major projects.

Provides assistance and relief coverage for the Executive Assistant to the Chief Administrative Officer

Performs other related duties as required to support North

Required Skills, Qualifications and Abilities

Completion of Grade 12 is required and a degree, diploma or certificate in a related area (business administration, public administration, etc.) is preferred. A combination of training, education and experience may be considered.

Possession and maintenance of a valid Class 5 C. Driver’s Licence (a satisfactory current driver’s abstract will be required).

A minimum of three (3) years of progressive administrative support experience including a minimum of one (1) year of senior administrative support experience in a large, high-volume office environment, with an emphasis on coordinating services, organizing meetings, composing and preparing correspondence and managing the daily business of senior executive(s).

Experience preparing and maintaining documentation, spreadsheets, and databases and using standard computer applications in a Windows environment (i.e. Microsoft Outlook, Office, PowerPoint and Excel), including 60 wpm keyboarding skills (proof of typing speed will be required).

Experience handling inquiries and information of a confidential or sensitive nature using sound judgement, tact and diplomacy.

Experience developing, implementing and maintaining administrative systems, policies, procedures and

Excellent written and oral communication

Excellent organizational skills and the ability to manage several tasks simultaneously with conflicting

Developed internet research

Experience in working with executive leadership with diverse personality types and administrative expectations.

Ability to work under pressure while maintaining a professional and courteous demeanor.

Candidates being considered will be required to undergo a comprehensive evaluation of skills, qualifications and abilities. The successful candidate will be required to undergo a police information check.

A competitive salary and comprehensive benefits package is offered. This position is excluded from union membership.