Job Title:

Executive Assistant, Corporate

Company:

City of Whitehorse

Location:

Whitehorse , YK

Job Reference:

1420

Closing Date:

February 5, 2022


Job Summary:

This position, under minimal supervision, provides high level, complex, confidential administrative support to all divisional directors and the manager, Legislative Services.  The position requires a high level of sound judgement, diplomacy and confidentiality, and familiarity with the full breadth of City of Whitehorse programs and services. 

DUTIES AND RESPONSIBILITIES:

Administrative Duties

Performs administrative duties in support of all divisional directors and the manager, Legislative Services, sometimes of a sensitive nature and frequently of a time sensitive nature, including but not limited to:

  • Scheduling appointments and arranging meetings, including meetings of managers, senior management and Council;
  • Recording and drafting minutes of meetings, including meetings that involve senior managers and members of Council;
  • Drafting and tracking follow up of correspondence, including letters for the Mayor’s signature, liaising with the city staff to collaborate on response development;
  • Drafting reports and creating tracking forms;
  • Coordinating departmental/multi-divisional activities;
  • Making travel arrangements
     

Assignments

Performs activities/handles projects, with minimal supervision, assigned by the directors and manager, such as:

  • research projects, including designing and drafting related reports;
  • coordinating departmental projects, external projects involving volunteers, or internal organizational projects involving other city staff; and/or
  • other similarly complex projects.

Liaises with internal staff and external contacts as necessary to complete the projects, maintaining collegial relationships.

Customer Service Responsibilities

Receives and routes calls/emails/in-person enquiries, both internal and external, and responds to, resolves or distributes them, resolving employee/citizen requests for information.  Receives all manner of requests, queries and complaints.  Researches, drafts, follows up on and tracks inquiries and responses. Maintains effective working relationships, dealing in a confidential and tactful manner with members of the public.

Financial Duties

Reconciles credit card charges and travel claims for directors, manager and self. Makes purchases on behalf of the unit (e.g., office and first aid supplies, catering). Prepares and processes purchase orders, cheque vouchers, etc. as requested.

Safety Responsibility

Follows, so far is reasonably practicable, established safety procedures and standards.

Other Related Duties

WORKING CONDITIONS:

Majority of the work is performed under normal office conditions.

KNOWLEDGE AND SKILLS:

  • Post-secondary diploma in office or business administration, or equivalent.
  • Minimum of five years senior administrative experience, preferably in a municipal setting.
  • Knowledge of the City structure, functions and regulations governing its operations.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal skills, ability to maintain harmonious relationships with all members of the public and other staff members while working courteously, professionally and tactfully.
  • Proven computer skills.
  • Ability to work independently, establish priorities and exercise tact when dealing with all matters related to the position.
  • Ability to exercise discretion and maintain confidentiality.

 

Examples of Equipment to Operate:

General office equipment including computer skills to operate software programs related to word processing, spreadsheet, electronic mail, etc.

Other Details:

Note: The City of Whitehorse requires that all employees be fully vaccinated from COVID-19 by February 20, 2022. Employees will be considered to be fully vaccinated 14 days after they have received both doses of a vaccine approved by Health Canada that requires two doses to complete the vaccination series. The City’s definition of full vaccination may change and any such change will be informed by direction from the Yukon’s Chief Medical Officer of Health (CMOH) and public health authorities.

The City strongly recommends that candidates be fully vaccinated prior to their start date. Accommodations may be requested by employees who cannot be vaccinated based on medical, religious or other protected ground.

TO APPLY:

Job seekers are required to create an online profile and submit their application electronically through the City's online Applicant system via www.whitehorse.ca/careers. Instructions on applications are provided at https://www.whitehorse.ca/departments/human-resources/how-to-apply. If you have any further questions regarding this posting, please contact the recruiter at HR@whitehorse.ca.

To apply for this position, you are required to submit your resume. 

Various tests and/or exams may be administered as part of the recruiting process. 

At the time this posting closes, candidates must have valid and current licenses/certifications/education that match the position requirements. Candidates who are selected to continue with the recruiting process will be required to provide proof of qualifications during their interview. 





Quote Job Reference: 1420

Posted 2022-01-10








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