Executive Assistant - City Manager

PURPOSE OF POSITION

To provide administrative and secretarial assistance to the City Manager and to act on his/her behalf in written and verbal communications with the public, senior managers, employees, outside agencies and politicians. The person in this position is required to relay information to the City Manager to ensure s/he is kept abreast of events and situations, as well as organize and prioritize matters for his/her review. This person will intercept situations and day to day issues to determine the necessity of involving the City Manager, as well as provide advice on the appropriate interactions with the Mayor and the City Manager.

TYPICAL DUTIES AND RESPONSIBILITIES
• Manages and prioritizes the City Manager’s schedule, exercising judgement on necessity of meetings and phone calls, and ensures the City Manager meets expected time frames and deadlines
• Independently and/or in consultation with the City Manager, prepares payroll, general and confidential correspondence, departmental budget, general operating guidelines, policies, reports, presentations, tables, and minutes including researching and compiling historic, legal or other information and data required in the preparation of reports and correspondence
• Establishes and maintains files and records specific to the City Manager’s office, including electronic file management
• Arranges for registration at conferences, conventions and seminars and makes travel arrangements as required
• Prepares and distributes reports and documentation pertaining to the corporation
• Manages all customer and employee enquiries in a courteous and expedient manner and acts as a resource person to employees for information regarding services provided by the corporation

NOTE: This description is not intended to limit the assignment of work or be construed as a complete list of the many duties to be performed by the incumbent.