Confidential Assistant Job Description

The Confidential Assistant is responsible for providing confidential administrative support for the City Manager and Mayor’s offices. These responsibilities include, performing administrative support, responding to queries, scheduling meetings and arranges logistical details, preparing a variety of confidential documents and reports, and producing Close Council meeting agendas and minutes, Performs other related duties, as assigned.

ORGANIZATION STRUCTURE:

The Confidential Assistant reports to the Executive Assistant.

NATURE AND SCOPE:

The Confidential Assistant provides administrative assistance to the offices of the City Manager and Mayor and works closely with other staff on a variety of priorities and projects. The incumbent prepares a variety of confidential documents and reports, produces Close Council meeting agendas and minutes, responds to queries, schedules meetings and arranges logistical details.

The Confidential Assistant supports the Executive Assistant in efficiently managing demands on the Mayor’s time by receiving and prioritizing all requests for meetings. The incumbent must display political sensitivity in dealing with these requests and in safeguarding the Mayor’s time, schedule and priorities.

This includes preparing official documents, maintaining files, processing expenses, generating reports for a variety of purposes, and preparing PowerPoint and other presentations. The incumbent provides reception services for the Mayor and ensures that calls and visitors not directly related to the business of the Mayor’s Office are forwarded to the appropriate resource.

Through the course of his/her duties, the incumbent will be privy to highly confidential matters and transactions and must display the utmost discretion and professionalism.

CONTACTS:

The incumbent regularly interacts with elected officials, management staff, employees, representatives of outside agencies, and the general public.

EDUCATION/TRAINING:

Grade 12 diploma. Candidates will have either: five years of experience as a legal assistant in a related field; or completion of a post-secondary Legal Assistant certificate program and three years of experience as a legal assistant in a related field.

The successful candidate will hold a grade 12 diploma along with at least a one-year college certificate in Business Administration, Management Studies or a related discipline. A minimum of three years experience in a senior executive capacity is required. Previous experience in a municipal environment is an asset, and local knowledge a benefit.

Critical attributes include:

• Exceptional interpersonal skills.

• Strong organizational and project management skills.

• The ability to draft, read, edit and proofread a wide variety documents with attention to accuracy and detail.

• Flexible and adaptable to the changing needs of this position

• The ability to enter data with speed and accuracy.