Job Board

Position Description

Job posting closes: January 30th, 2025 at 05:00pm 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, while 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 the organizational needs by going to the next highest ranked candidate until the eligibility list expires.

This position is covered by the Management and Confidential Exclusion Employment Bylaw.

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.

Executive Assistant, Corporate 

Job Code: 232
Department: Legislative Services

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 (This description contains elements necessary for the identification and evaluation of the job. The incumbent may be required to perform other related duties) 

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:

Majority of the work is performed under normal office conditions.

Category Business, Finance & Admin

Position Requirements

KNOWLEDGE AND SKILLS:

• Post-secondary diploma in office or business administration, or equivalent.
• Minimum of five years senior administrative experience, preferably in a municipal setting.
• Knowledge of the City structure, functions and regulations governing its operations.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills, 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, spreadsheet, electronic mail, etc.

Accommodation Requests:

Shortlisted candidates who require accommodation or have accessibility needs during the selection process are encouraged to reach out to the Recruiter and make requests to ensure their full participation. The City of Whitehorse is committed to reviewing requests and making arrangements for reasonable accommodation and accessibility requests. You may email name of the recruiter @whitehorse.ca and careers@whitehorse.ca.

Other Details:

Job seekers are required to create an online profile and submit their application electronically through the City's online Applicant system via www.whitehorse.ca/careers. Instructions on applications are provided at https://www.whitehorse.ca/our-government/employment/how-to-apply/. If you have any further questions regarding this posting, please contact the recruiter at HR@whitehorse.ca.

To apply for this position, you are required to submit your resume. 

Various tests and/or exams may be administered as part of the recruiting process. 

At the time this posting closes, candidates must have valid and current licenses/certifications/education that match the position requirements. Candidates who are selected to continue with the recruiting process will be required to provide proof of qualifications during their interview. 

Employment Contract Management and Confidential Exclusion Bylaw

Range $40.76 - $47.94

Hours Per Week 5 X 7.5 Hours

Organizational Unit City of Whitehorse -> Corporate Services -> Legislative Services

Location City of Whitehorse - Whitehorse, YT Y1A 1C2 CA (Primary)