Overview

Permanent Full-Time Job at District of Squamish in Squamish, BC

Job Description

Executive Assistant to General Managers



The District of Squamish is seeking a dynamic self starter who is passionate about delivering outstanding customer

service to join our District team. This permanent full-time position provides confidential, executive level administrative

and project support to the General Managers and Chief Financial Officer as determined by the CAO.

Our ideal candidate is highly organized and detail-oriented, with strong interpersonal skills and a strong working

knowledge of Microsoft Office. A minimum of two years’ experience working in a senior administrative capacity in legal

or legislative services or local government is a must have, as well as a Diploma in Business Administration, Public

Administration, or a related field. An equivalent combination of education, training and experience will also be

accepted.

The District of Squamish is a growing community. With a small-town setting, spectacular natural environment, and

world-class outdoor recreational opportunities, Squamish offers an incredible live-work-play lifestyle that few places can

offer.

This is an exempt position and is excluded from the Union.

Please submit your cover letter and resume quoting competition #20-85 to:

Human Resources

District of Squamish

37955 Second Avenue, P.O. Box 310, Squamish, BC V8B 0A3

E-mail: jobs@squamish.ca

Application deadline: Until position is filled. We offer a competitive package of salary and benefits commensurate with

experience.

Scroll down to view the full job advertisement:
External Job Posting

Position: Executive Assistant to General Managers

Status: Regular Full-Time

Work Area: Corporate Services

Posting Date: November 2, 2020

Closing Date: Until Filled

GENERAL SUMMARY

Under the general direction of the relevant General Manager, the Executive Assistant provides confidential, executive

level administrative and project support to the General Managers and Chief Financial Officer as determined by the CAO.

KEY RESPONSIBILITIES

Customer Service

 Contributes to the success of our team, delivering outstanding customer service internally and externally by

fostering the District corporate values in their work: thinking beyond today, working together, acting with courage

and enthusiasm, doing the right thing, and striving to do better every day.

 Follows the District’s Customer Service Guidelines to ensure the Delivery of Outstanding Service.

 Serves as the primary point of contact on behalf of the General Managers.

 Provides exemplary customer service to both external and internal clients.

Administrative and Project Related Duties

 Provides confidential executive administrative support to the General Managers.

 Provides support for corporate strategic initiatives including coordinating the execution of special projects.

 Provides research and preliminary policy and project analysis, and draft documents related to special projects.

 Anticipates administrative needs of the General Managers and CFO.

 Provides high-level document management, including drafting, editing, formatting and proofreading of documents,

document storage, and archiving.

 Drafts routine correspondence and responds on behalf of the General Managers and CFO.

 Successfully plans, monitors, and coordinates the daily schedule and calendars of the General Managers and CFO;

advises of priority deadlines, scheduled appointments, and meetings.

 Consistent review of schedules and workflow items in order to predict and resolve scheduling or interdependency

conflicts / concerns before they arise. Monitors deadlines.

 Evaluates and prioritize email correspondence. Triage or respond on behalf of the General Managers and CFO as

appropriate.

 Evaluates and prioritize complaints. Triage, draft or respond on behalf of the General Managers and CFO as

appropriate.

 Ensures requests for information are appropriately tracked to completion.

 Proactively prepares materials and background information related to meeting agenda items.

 Arranges travel itineraries.

 Maintains electronic filing systems and databases, indexing documents and materials, and conducts file searches.

 Attends staff and committee meetings as required day or evening, and takes minutes.

 Provides clerical support, including agenda preparation for meetings.

 Develops and implements new work methods and procedures, identifies problems, develops alternate solutions, and

implements changes as directed.

Confidential Duties

 Maintains and controls access to a variety of confidential, restricted, and protected status files, records, and

documents.

 Exercises considerable judgment in fielding and prioritizing inquiries.

 Demonstrates discretion and maintains confidentiality.

 Liaises with the Executive Assistant for the CAO/Mayor on projects as necessary.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

 Full understanding of political protocols.

 Thorough knowledge of modern office procedures, practices, and operations with particular reference to filing and

records management systems.

 Superior knowledge of business English, writing, spelling, punctuation, and arithmetic.

 Excellent interpersonal and ability to deal with people in a tactful, diplomatic, and professional manner.

 Advanced computer skills and thorough knowledge of Microsoft Office including MS Word, Excel, and Outlook.

 Ability to keep pace and anticipate the needs of the General Manager’s

 Diligent, able to work under pressure, with a good sense of service and professional accomplishment.

 Possess superior organization and time management skills with strong attention to detail.

 Excellent written and verbal communication skills.

 Ability to process instructions and successfully execute on projects from start to finish while meeting critical

deadlines.

 Ability to take initiative where required and recognize when external direction is necessary.

 Demonstrated ability to maintain confidentiality and exercise discretion.

 Proven ability to thrive when challenged on a variety of projects.

 Flexibility to work outside of regular working hours as required.

REQUIRED TRAINING, EDUCATION AND EXPERIENCE

 Valid BC Class 5 Drivers Licence.

 A Diploma in Business Administration, Public Administration, or a related field.

 Office Administration Certificate.

 Local Government/Public Administration courses or certificate (PADM)

 A minimum of five years’ experience working in an office environment at the executive level with a preference for at

least two years’ experience working in local government.

OR

 An equivalent combination of education, training and experience.

Hours of Work: Monday to Friday, 70 hours bi-weekly with a compressed work week (9-day fortnight).

Compensation: A competitive salary as well as a comprehensive benefits package.

This is an exempt position and is excluded from the Union.

Please direct your application (quoting competition #20-85) to:

Human Resources

District of Squamish

37955 Second Avenue, P.O. Box 310, Squamish, B.C., V8B 0A3 E-mail: jobs@squamish.ca

The District of Squamish is an equal opportunity employer, committed to recruiting an inclusive workforce that reflects

the community we serve. We encourage applicants from diverse backgrounds, including Indigenous applicants, all

genders, nationalities and persons with disabilities.

About Company

Company: District of Squamish

Company Location:  Squamish, BC

Job Category:

About District of Squamish