City of Coquitlam is located at City Hall. The company is currently looking for applications for the role of Executive Assistant. We are seeking a self-disciplined individual with exceptional interpersonal skills. The chosen applicant will be required to join and begin their duties as soon as possible. The employer is offering this role on a regular full-time basis.

Employer Name: City of Coquitlam
Position: Executive Assistant
No. of Vacancies: 1
Salary: $93,112 to $100,711 per year
Employment type: Regular Full-Time
Location: City Hall

Also hiring: Construction worker

Job Description

The candidate must provide executive administrative support to the Mayor, Councillors, and the Intergovernmental Team, including anticipating daily information needs, preparing briefing materials, managing calendars and email inboxes, handling correspondence, and maintaining confidentiality.
The candidate will manage the day-to-day operations of the office of the Mayor.
The candidate will receive and distribute incoming public inquiries and determine the appropriate City recipient for follow-up, both general and confidential in nature.
The candidate must maintain communication with the public, internal and external partners, and government contacts at the Provincial, Federal, and regional levels.
The candidate will organize appropriate materials for meetings, conferences, and appointments.
The candidate will promote positive relationships with the general public, community organizations, Council, City staff, and other stakeholders.
The candidate will coordinate and book functions, travel arrangements, hotel accommodations, car rentals, mileage, and conference registrations.
The candidate will prepare expense reports, purchase orders, and process invoices for payment.
The candidate will assist with special projects and initiatives as requested.
The candidate will develop and refine administrative systems to maximize efficiencies and recommend process improvements.
The candidate must prepare correspondence for the Mayor or Council members as needed.
The candidate will participate in meetings, take notes or minutes, and conduct research as required.
The candidate will ensure confidentiality of the Mayor’s business matters by maintaining files and handling confidential correspondence.
The candidate will liaise and collaborate with the City’s Leadership Executive Assistants.

Job Requirements

The candidate must have an undergraduate degree or diploma in Public Administration, Business Administration, or a related field.
The candidate must have advanced computer skills, particularly in Microsoft Office applications such as Word, Excel, and PowerPoint.
The candidate should have three to five years of related local government experience, or an equivalent combination of education and experience, which is preferred.
The candidate must demonstrate the ability to act with tact, discretion, and a high degree of judgment when managing highly confidential, sensitive, or political matters.
The candidate must possess superior written and verbal communication skills.
The candidate must have advanced administrative skills, including the ability to write reports, speaking notes, response letters, and briefing notes.
The candidate must demonstrate strong ability to coordinate, prioritize, and manage multiple requests to meet objectives and deadlines.
The candidate must be able to embrace and thrive in a dynamic, fast-paced work environment.
The candidate must have strong attention to detail and superior accuracy of work.
The candidate must demonstrate proven ability to establish and maintain effective working relationships with internal and external partners.
The candidate must demonstrate strong ability to foster a collaborative team environment.
The candidate must have knowledge of local government legislation and practices.
The candidate must demonstrate ability to provide excellent service to both internal and external customers.
The candidate must have strong knowledge of best practices for document management.
The candidate must have strong computer application skills including Microsoft Office Suite, Acrobat, and SharePoint.
The candidate must be able to establish and maintain effective relationships and communication with the general public, staff, and external agencies.
The candidate must have excellent conflict resolution skills and the ability to de-escalate challenging situations.

Additional information

Security and safety

The candidate may be required to undergo a police information check with no adverse findings.

Benefits

The candidate will receive a competitive annual salary based on qualifications, knowledge, skills, and experience.
The candidate will be eligible for an attractive vacation package and extended health benefits.
The candidate will have the opportunity to contribute to the Municipal Pension Plan.
The candidate may participate in a flex day program.
The candidate will work in a supportive and diverse team environment with access to learning and development opportunities.
The employer is committed to fostering an inclusive work environment that supports a growing and diverse workforce.

How to Apply

If you are interested in applying, please submit your application through the provided channels or options.

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