Executive Assistant to the Commissioner (Corporate Services)

The Role

Provides executive assistance and administrative support to the Commissioner and departmental leadership team. 

Duties/Responsibilities

• Provides confidential administrative support (including sensitive/labour relations issues and legal matters) and follow-up as needed (e.g., documents, reports, agendas, minutes, filing, presentations, “all-staff” department communications). 
• Coordinates submission of departmental Council and Committee reports (e.g., scheduling, tracking, monitoring deadlines, orienting new managers to processes, distributing). Ensures documents comply with accessibility standards. Tracks outstanding issues arising from committees and/or Council. Sends Council resolutions to staff for action. 
• Manages the Commissioner’s electronic calendar and daily schedule. Ensures coordination of activities and prepares/consolidates materials in advance of meetings and events. Sorts and prioritizes Commissioner’s mail. Makes reservations/travel arrangements. Maintains the Commissioner’s inbox.
• Prepares routine correspondence, reports, and presentations under direction from the Commissioner or departmental leadership team. 
• Participates on project teams, and acts as project administrator/coordinator as requested.
• Establishes and promotes best practices amongst departmental administrative staff to ensure consistency and continuous improvement of administrative practices within the Department.
• Organizes meetings as required by the Department (e.g. sends invites, coordinates agenda information, records minutes/action items, collates information). This could include meetings with the Department, other departments, area municipality committees, Regional Chair.
• Participates as a departmental representative and provides guidance and assistance to departmental staff on corporate programs. Attends corporate administrative support group meetings to share information and resources, ensure consistent support to the senior management team, and coordinate departmental administrative activities.
• Responds to service inquiries from staff, Regional Council, the public, consultants, and agencies, or coordinates with appropriate staff.
• Acts as a records coordinator for Corporate Services and the Region’s Risk Manager. Provides orientation and assistance to staff regarding information management policies, procedures, and records classification. Maintains a list of general records and personal information banks in the Department. Assists with records transfer to storage or destruction (including approving work completed by records assistants). Provides corporate updates on procedures and initiatives to departmental records assistants.
• Provides administrative support/acts as scribe during declared emergencies.
• Compiles information for the Department’s strategic plan and progress reports.
• Prepares the annual administration budget for Commissioner approval, coordinates departmental budget and investigates discrepancies as required. Monitors budget expenditures ensures account numbers are assigned. Has signing authority for office supplies, invoice, cheque, and purchase requisitions, travel expenses for temporary staff, and petty cash. Has a purchasing card. Recommends the purchase of new office equipment. Arranges for servicing and repair of office equipment, and houses departmental equipment for sign out (e.g., laptop, projector).
• Onboards/offboards new departmental senior management staff. 

Additional Duties/Responsibilities

• Has contact with staff from Ministries, municipalities, and other external stakeholders to exchange information and organize meetings. Has contact with the public and media to exchange information, conduct research, and provide information on departmental matters. 
• Develops/updates forms, templates, and checklists. Updates department email groups. Edits and updates department web portal pages. 
• Coordinates the Department's employee recognition program (e.g., nominees, documentation, speeches, rewards, event setup). 
• Coordinates, arranges attendance, and performs administrative duties for Regional Treasurer meetings and Area Treasurer meetings on a rotating basis.
• Prepares, reviews, and edits budget agendas and reports, including packages for the Corporate Leadership Team. 
• Issues income tax receipts for monetary donations and artifacts donated to the Region.
• Receives and arranges signing of legal documents, development charge agreements, banking documents, CAO procurement reports and other internal documents, and financial reports from/for Ministries, government agencies, and external auditors
• Performs related duties as required.

Knowledge, Skills, and Abilities

• Knowledge of office and administrative procedures, budgeting and financial administration, word processing, organizational and research skills are normally acquired through some post-secondary courses in a related field (e.g., public administration, business administration, communications), plus progressively responsible related experience.
• Knowledge of the Region, its strategic direction and services, organizational structure, regulations, and departmental programs/responsibilities.
• Knowledge of and ability to comply with policies, procedures and related legislation (e.g. privacy). Understanding of Council procedures and practices to support the Commissioner. 
• Organizational, time management, and problem-solving skills to anticipate, identify, and address others’ needs; plan and prioritize work and collect, compile, and report information for same; meet deadlines; balance competing priorities (with flexibility to change priorities quickly); conduct assigned research; assess and improve administrative methods and procedures; and work independently.  
• Interpersonal and communication skills to relay information clearly and tactfully to staff, the public, elected officials, and represent the Department and Region; follow up on, collect, and organize information; stay calm when dealing with urgent requests and difficult contacts; and participate as an effective team member. 
• Ability to read and understand Council and Committee agendas, reports, resolutions, minutes, correspondence, newsletters, policies, and program related information. Ability to write and edit correspondence, reports, agendas, minutes, and administrative manuals, and prepare graphics used in presentations.
• Ability to exhibit confidentiality and discretion in handling confidential/sensitive information.
• Ability to work independently and participate as an effective team member.  
• Attention to detail and ability to proofread/edit reports and other documents. Ability to record minutes and draft correspondence to all levels of staff and agencies. Ability to ensure documents comply with accessibility requirements.
• Computer skills with ability to use software such as Microsoft Office, a computerized financial system, document management system, and the Internet/Intranet. Skill using a multi-line phone.  
• Must provide an acceptable criminal record and judicial matters police check for bondability.
• Ability to travel within Waterloo Region.
• Ability to support and demonstrate the Region's values.