Administrative Assistant - City Manager’s Office

• Assist the City Manager in the mission to plan, organize, conduct and control the City’s activities and resources.
• Coordinate and ensure the administrative functioning of the City Manager’s Office and, on occasion, the Mayor’s Office.
• Receive, respond to, transfer and ensure follow-up of phone calls, e-mails and postal mail received by the City Manager’s Office, based on needs.
• Coordinate the City Manager’s agenda, organize and plan appointments, meetings, transportation as well as telephone and video conferences.
• In collaboration with the Legal Affairs Department and City Clerk’s Office, coordinate the preparation of agendas and notices for administrative meetings and regular and extraordinary City Council meetings.
• In collaboration with the Mayor’s Office, receive requests for information, complaints or requests from Council members and follow-up with municipal departments and citizens, if needed.
• Represent the City Manager’s Office with City’s department managers and stakeholders, as well as with representatives of external organizations as needed.
• Act as the administrative liaison with other city managers’ offices and, at the government level, with ministerial offices with which the City is in contact or has interactions.
• Coordinate meetings and activities of the City’s Executive Committee, attend meetings in order to record decisions and recommendations and ensure follow-up.
• Conduct research, gather and collate information, data and documents from internal or external sources to develop and complete files for the City Manager’s Office, or occasionally to support the City’s department managers on specific files.
• Write reports, articles and recommendations to City Council, or draft letters for the City Manager’s Office, in collaboration with the City’s departments or external professionals or consultants, when required.
• Keep a constant and close eye on the files and documents of the City Manager’s Office to track their progress and completion within deadlines.
• May be called on to supervise and coordinate the work of one to three employees.
• Perform any other related tasks.

Requirements

The jobholder must have a diploma of college studies or in a study program deemed relevant. The jobholder must also be proficient in the Microsoft Office suite. Six to nine years’ experience in a similar position is required. Excellent knowledge of French and English, both spoken and written, is essential for drafting and presenting complex and highly specialized texts. The jobholder must be able to work well under pressure, and demonstrate adaptability, autonomy, thoroughness and team spirit.

To apply
To apply for this position, go to https://www.pointe-claire.ca/en/city/jobs/ and click on “Apply now!” You must submit your application no later than May 19, 2024.