Executive Assistant

Under the direction of City Councillor, the incumbent is responsible for supporting the City Councillor in her role by facilitating the administration work and ensuring that requests are answered in a timely manner with precision and efficiency.

The incumbent supports the daily operations of the Fort Rouge-East Fort Garry Ward office such as reception, correspondence, agenda coordination and meeting arrangements including event organizations and other related administrative tasks.

The incumbent manages the City Councillors’ agenda, coordinates meetings and events, communicates with internal and external contacts that the Councillor meets with to ensure efficient and effective management of the Fort Rouge-East Fort Garry ward office and the effective management of duties related to the Councillors’ appointment as Executive Committee Chairperson of Property and Development.

Responsibilities:

• Works with customer service/constituency concerns related to municipal services (safety, pedestrian, bike and active transit routes, roads, community safety, infrastructure, social services, etc); screening calls, and responding to requests to direct calls as appropriate.
• Manages the Councillors’ agenda by organizing and prioritizing incoming flow of work, responding to scheduling requests for meetings, invitations, and requests for participation at special events, booking appointments and meetings, maintaining a control and follow-up system to ensure timely response to ward matters.
• Maintains a longer-term strategic calendar of major meetings, upcoming events, and ward priorities.
• Filing and maintenance of files, maintains a contact list, assists with reporting including expense reports, itineraries, supporting documentation and briefs.
• Coordinates and communicates meetings with key internal and external city contacts (including senior management, senior government officials, and members of the public) with whom the Councillor meets.
• Organizes community engagement events such as community safety seminars, town halls, community updates.
• Written, oral and digital media communications including drafting ward updates invitations, guest lists, issuing invitations, meeting requests assisting in the management of responses and logistics for events organized by community groups and the Councillors’ office.
• Liaising with community associations, councils, clubs or other stakeholder organizations, extracts information from bio notes, publications and other sources on own initiative to prepare contact lists, briefing materials, speaking notes, in support of ward, and Councillors’ engagements.

Skills:

• Exceptional organization skills Able to quickly organize and effectively summarize information in writing or verbally
• Exceptional interpersonal, communication, community engagement and customer service skills
• Self-starter who is able to meet deadlines with sometimes minimal supervision
• Able to quickly research, process and retain new and sometimes technical information on city services, infrastructure, social services for accurate information.
• Strong computer skills including MS Office products, desktop publishing and popular social media platforms
• Able to work well as both a leader and a team player in a fast-paced and chaotic environment
• Some flexibility to work overtime, evenings or weekends

Education and Experience:

• Completed post-secondary degree, diploma or certificate program (ideal specializations may include public administration, administration certificate, urban planning, social work, political science, gender studies, journalism, communications or similar)
• Professional experience in customer service and/or event organization and management

Location:

• Winnipeg City Hall (West Wing)

Language: English (Required) French (Preferred)

Salary: Negotiable

Please contact srollins@winnipeg.ca with your resume and two references.

Only successful candidates will be contacted for an interview.

Job Type: Full-time

Salary: $49,250.00-$65,104.33 per year

Benefits:

• Extended health care
• RRSP match
• Tuition reimbursement
• Work from home

Flexible Language Requirement:

• French not required

Schedule:

• 8 hour shift
• Monday to Friday

Supplemental pay types:

• Bonus pay
• Overtime pay
• Retention bonus

Education:

• Bachelor's Degree (preferred)

Work Location: Hybrid remote in Winnipeg, MB R3B 1B9

Expected start date: 2024-02-29