Executive Assistant to Deputy Chief – Chief Administration Officer

City of Ottawa / Ville d’Ottawa

full-time

Posted on:

Location Type: Office

Location: Ottawa • Canada

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Salary

💰 CA$81,885 - CA$96,436 per year

Job Level

Lead

About the role

  • Under the supervision of the respective Deputy Chief or CAO, the Executive Assistant provides executive support services.
  • Prepare daily agenda and ensure meeting files are available as needed.
  • Compose correspondence for signature and / or conduct research / collect background information.
  • Prepare reports and other documents; proofread and edit documents for grammar, spelling and compliance with procedures, policies and standards.
  • Follow up on directives, inquiries and correspondence to ensure they have been dealt with in an appropriate manner.
  • Coordinate and schedule appointments and meetings.
  • Plan for and support assigned meetings including preparing agendas and other information required, determining issues that will or may be addressed, compile / prepare briefing notes from various sources, send invitations / notifications etc.
  • Keep Chief’s office appraised of issues brought forward by OPS members.
  • Coordinate travel and conferences by arranging transportation, accommodations, registration and per diems; prepare, submit and follow up on travel claims.

Requirements

  • Secondary school diploma - Grade 12 or equivalent, plus one (1) year additional relevant post secondary education or training.
  • Three (3) years relevant progressive experience in an administrative assistant role to management including utilization of word processing, spreadsheet, email, and internet software applications.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
word processingspreadsheet applicationsemail softwareinternet softwareproofreadingeditingreport preparationagenda preparationresearchdocument compliance
Soft Skills
organizational skillscommunication skillsattention to detailtime managementproblem-solvinginterpersonal skillscoordination skillsfollow-up skillssupport skillsplanning skills
Certifications
secondary school diplomaGrade 12 or equivalent