Administrative Assistant - Executive Office

Job Description

Job Description

We are in search of the ideal candidate for our client.

Job Description

Provide comprehensive administrative and clerical support within a municipal executive office. Manage daily office operations, coordinate schedules, facilitate communication, and ensure the efficient flow of information among departments, community organizations, external partners, and the public. Demonstrate exceptional organizational skills, professionalism, discretion, and attention to detail while supporting executive priorities and public service initiatives.

Key Responsibilities

• Manage complex calendars, appointments, meetings, and event schedules.
• Coordinate meeting logistics, including agenda preparation, room reservations, materials distribution, and follow-up actions.
• Draft, edit, and distribute correspondence, memoranda, reports, presentations, and other official documents.
• Screen and route telephone calls, emails, visitors, and correspondence, ensuring timely responses and appropriate follow-up.
• Maintain electronic and paper filing systems, records, and confidential documents.
• Serve as a primary point of contact for internal staff, community organizations, vendors, and members of the public.
• Assist in planning and coordinating public events, community meetings, and special engagements.
• Process administrative paperwork, travel arrangements, expense documentation, and purchasing requests.
• Compile data and prepare reports, spreadsheets, and presentations for executive review.
• Monitor deadlines and track assignments, projects, and requests requiring executive attention.
• Coordinate communication among departments to ensure timely completion of administrative tasks.
• Maintain office supplies and support the day-to-day operational needs of the executive office.
• Handle sensitive and confidential information with professionalism and discretion.
• Provide exceptional customer service while responding to inquiries from stakeholders and the public.

Core Competencies

• Executive Administrative Support
• Calendar and Schedule Management
• Meeting and Event Coordination
• Records and Document Management
• Public and Stakeholder Relations
• Project Management
• Written and Verbal Communication
• Customer Service
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Organization and Time Management
• Attention to Detail
• Multitasking and Prioritization
• Confidentiality and Professionalism

Please Note: If you do not qualify but know someone who may be interested, please share this opportunity.

ZD