Executive Assistant to CAO 

Job Type
Other

Organization
Town of Slave Lake

Closing date
May 6, 2023

Job Description
A rewarding, exciting and challenging experience awaits!

An opportunity exists for an experienced Executive Assistant to join the Town of Slave Lake to provide comprehensive administrative support to the Chief Administrative Officer (“CAO”) and to work in cooperation with Council, staff, other government bodies, local residents and the general public.

Reporting to the CAO, this position provides administrative support to the Mayor, Town Council and the Administration Department. 

ESSENTIAL DUTIES AND RESPONSIBILITIES:
The Executive Assistant (EA) is responsible for the following job duties and responsibilities (but not limited to):

• Provide high-quality, professional administrative support including: composing confidential and complex correspondence, assisting with the preparation and amendments of bylaws, policies, procedures, letters and administrative directives for the department, preparing meeting notes and presentation materials, etc. to the CAO, Mayor and Council.
• Prepare agendas, minutes and relevant background materials for Council.
• Attend Council, committee and other pertinent meetings; responsible for meeting decision follow-up and associated processes.
• Assist with documentation, reporting, appointments, event planning and deadlines pertaining to Council matters.
• Register Council members for events and conferences. Plan for accommodations and travel arrangements.
• Coordinate and plan events scheduled by the Mayor.
• Advise the Mayor and Council of upcoming events and meetings.
• Photocopy, file and circulate materials required by the CAO, Mayor and members of Council. 
• Prepare and distribute agendas for Council’s regular, special and committee meetings.
• Acts as social convener for Council functions.
• Record and prepare minutes for regular, special and committee meetings of Council.
• Act as correspondence secretary for the CAO. File documents generated by the CAO.
• Maintain contact information for members of Council and Town staff.
• Serve as an information resource for the organization regarding various matters. Develop an in-depth understanding of the Municipal Government Act, Council bylaws and polices.
• This position also acts as the Subdivision Development Appeal Board Secretary.
• Prepare and distribute agenda packages for multiple boards and committees as appointed to the position.
• Prepare and record minutes for boards and committees as appointed to the position.
• Plan and manage municipal elections as required and fill the role of the Returning Officer.

Minor 

•  Administer iCompass Local Government software solution for Council and senior leadership.
• Responsible for ordering of office supplies, coffee supplies and other duties as assigned.
• Work cooperatively with the Administrative Assistant to CAO and Human Resources.

Occasional

• Plan and assist with general staff meetings.

QUALIFICATIONS / EDUCATION / EXPERIENCE:

• Post-secondary education in Office Administration or a related program is preferred.
• A minimum of Grade twelve education is required.
• A minimum of five years  (5) of progressively responsible related experience with at least 2 years of experience providing senior level administrative support is required.

SKILLS REQUIRED:

• Exceptional written communication skills with an eye for detail, spelling, punctuation, flow, consistency and accuracy.
• Proven organizational skills.
• Strong interpersonal skills, professionalism and maturity.
• High level of confidentiality and discretion.
• Requires good interpersonal skills in working with a variety of individuals and stakeholders such as Mayor, Council, co-workers, the residents and the general public.
• Strong written and verbal communication, and interpersonal skills, complemented by excellent attention to detail and organizational skills.
• Ability to work well under pressure and  manage several projects simultaneously to meet tight deadlines.
• Highly motivated, self-starter shows initiative, along with the desire to continually improve and requiring minimal direction or supervision.
• Demonstrates a commitment to a safe work environment. Understands the safety objectives of the organization and supports these efforts in a visible manner.
• Familiarity with municipal governance, operations and knowledge of rural communities is an asset.
• Willingness to work flexible work hours based on job demands (i.e. attend evening meetings etc.).

Note: The above is not intended to be an exhaustive list of all the responsibilities and activities required for this position but gives a general nature and level of work being performed by the incumbent.

WORKING CONDITIONS AND PHYSICAL ENVIRONMENT:

• Occasional light lifting.
• Long periods of sitting.
• Extensive use of computer and telephone.
• Good lighting, temperature, and noise control.
• Normal working day consists of a maximum of 7.5 hours; however, occasional extended hours may be required.

HEALTH & SAFETY:

• All personnel working at the Town of Slave Lake are governed by the Health & Safety Policy.
• Ensure proper ergonomic requirements are met and good ergonomic procedures are practiced.
• Ensures all operations are conducted in a safe manner and in accordance with Town Policies and all Occupational Health and Safety Rules and Regulations.

COMPENSATION AND REWARDS:
The Town of Slave Lake offers a competitive salary, excellent benefits and an employer matched pension plan. We foster a culture of learning and development to support employees as they grow, through a variety of employee development initiatives, an education assistance program and special project opportunities.

Application Return
How to apply:

1. A cover letter clearly indicating the position title, accompanied by an up-to-date resume is required.
2. Shortlisted candidates will undergo a skills and personality assessment test.
3. The successful candidate will be required to provide professional references and an acceptable criminal record check.

Send your cover letter and resume (ensuring to include the job title in your email subject heading) to:  
Human Resources, Town of Slave Lake 
10 Main Street S.W. P.O. Box 1030, Slave Lake, Alberta T0G 2A0
E-mail: hr@slavelake.ca

PLEASE NOTE: The application review will be ongoing and the position will remain open until filled.
We thank all applicants for their interest; however, we will contact only those under consideration.