Job Board

Position Title

Executive Assistant, Corporate

Hours Per Week
5 X 7.5 Hours

Guaranteed Minimum Hours

Start Date of Position
11/1/2024

End Date (Temporary and Term)

Category
Business, Finance & Admin

Range
$39.58 - $46.54

Status of Position
Permanent Full Time

Position Description
Job posting closes: October 12, 2024, at 05:00 p.m. (Yukon Standard Time)

At our core, the City of Whitehorse is committed to cultivating an inclusive employee community and workspace, confronting racism and biases for fairness and equity, and advancing reconciliation and accessibility.

The City promotes work-life balance for its employees and offers flexible work arrangements, such as work-from-home and compressed work weeks, subject to applicable administrative directives.

An Eligibility List may be established from this competition—the duration of the eligibility list may be up to 12 months. The eligibility list may be used to fill future permanent full-time, permanent part-time, temporary full-time, temporary part-time, term, or casual vacancies within the same department and classification based on organizational needs by going to the next highest-ranked candidate until the eligibility list expires.

This position is covered by a collective agreement between the City of Whitehorse and the Public Service Alliance of Canada/Yukon Employees Union. 

The City wishes to thank all applicants for their interest, but only those candidates selected to advance in the recruitment will be contacted.  Note that only those candidates eligible to legally work in Canada will be considered.

Job Summary:

This position, under minimal supervision, provides high level, complex, confidential administrative support to all divisional directors and the manager, Legislative Services.  The position requires a high level of sound judgement, diplomacy and confidentiality, and familiarity with the full breadth of City of Whitehorse programs and services. 

DUTIES AND RESPONSIBILITIES:

Administrative Duties

Performs administrative duties in support of all divisional directors and the manager, Legislative Services, sometimes of a sensitive nature and frequently of a time sensitive nature, including but not limited to:

• Scheduling appointments and arranging meetings, including meetings of managers, senior management and Council;
• Recording and drafting minutes of meetings, including meetings that involve senior managers and members of Council;
• Drafting and tracking follow up of correspondence, including letters for the Mayor’s signature, liaising with the city staff to collaborate on response development;
• Drafting reports and creating tracking forms;
• Coordinating departmental/multi-divisional activities;
• Making travel arrangements  

Assignments

Performs activities/handles projects, with minimal supervision, assigned by the directors and manager, such as:

• research projects, including designing and drafting related reports;
• coordinating departmental projects, external projects involving volunteers, or internal organizational projects involving other city staff; and/or
• other similarly complex projects.

Liaises with internal staff and external contacts as necessary to complete the projects, maintaining collegial relationships.

Customer Service Responsibilities

Receives and routes calls/emails/in-person enquiries, both internal and external, and responds to, resolves or distributes them, resolving employee/citizen requests for information.  Receives all manner of requests, queries and complaints.  Researches, drafts, follows up on and tracks inquiries and responses. Maintains effective working relationships, dealing in a confidential and tactful manner with members of the public.

Financial Duties

Reconciles credit card charges and travel claims for directors, manager and self. Makes purchases on behalf of the unit (e.g., office and first aid supplies, catering). Prepares and processes purchase orders, cheque vouchers, etc. as requested.

Safety Responsibility

Follows, so far is reasonably practicable, established safety procedures and standards.

Other Related Duties

WORKING CONDITIONS:

The majority of the work is performed under normal office conditions.

Number of Hires Needed
2

Position Requirements
KNOWLEDGE AND SKILLS:

• Post-secondary diploma in office or business administration or equivalent.
• Minimum of five years of senior administrative experience, preferably in a municipal setting.
• Knowledge of the city's structure, functions, and regulations governing its operations.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills and ability to maintain harmonious relationships with all members of the public and other staff members while working courteously, professionally, and tactfully.
• Proven computer skills.
• Ability to work independently, establish priorities, and exercise tact when dealing with all matters related to the position.
• Ability to exercise discretion and maintain confidentiality.

Examples of Equipment to Operate:

General office equipment, including computer skills to operate software programs related to word processing, spreadsheets, electronic mail, etc.

Employment Contract
Management and Confidential Exclusion Bylaw