Confidential Secretary - Mayor's Office

Provides confidential administrative and governance support to the Mayor and City Council and administrative support to Officers of Council as required. Manages the Mayors schedule and ensures Mayor and Council are prepared with accurate, timely information. Serves as a professional liaison with residents, community organizations, government partners and stakeholders.

MAJOR DUTIES

Manage calendars, meetings, events, appointments, travel and competing priorities.

Coordinate agendas, briefing materials, correspondence, speaking points and meeting preparation.

Record meeting notes, decisions, direction and follow-up actions.

Draft, edit and proofread letters, invitations, proclamations, certificates, emails and other materials.

Respond professionally to inquiries while maintaining confidentiality and discretion.

Build effective relationships with Council, City departments, residents, Indigenous partners, governments and community stakeholders.

Maintain secure records, including confidential and in-camera materials.

Process invoices, purchasing cards and expenses; monitor Mayor/Council expenditures.

Anticipate needs, manage deadlines and provide backup support as required.

KEY COMPETENCIES

Political acumen and confidentiality; organization and priority management; written/verbal communication; customer service and relationship building; initiative; teamwork; adaptability and composure.

QUALIFICATIONS

Post-secondary education in office, business or local government administration, or equivalent education/experience.

Minimum 3 years progressively responsible senior/executive administrative experience.

Advanced Microsoft Office, Adobe Acrobat and electronic records skills.

Strong writing, proofreading, research, organization, judgment and interpersonal skills.

Municipal government, Council procedures, agenda/minute preparation and records management knowledge are assets.