EXECUTIVE ASSISTANT

Responsibilities

Provides senior level administrative support, advice and guidance to the Executive Director, Finance Shared Services and the senior level management team on key divisional and corporate initiatives, policies and procedures.

Anticipates and initiates appropriate action on incoming issues.

Oversees the Executive Director's emails, incoming mail and phone enquiries. Reviews and directs the processing of correspondence and initiates responses on different matters not requiring the personal attention of the senior executive and briefs on issues that require his attention, in a timely accurate and comprehensive manner.

Project manages, facilitates, and expedites a range of time sensitive tasks on behalf of the Executive Director Office.

Act as the primary contact for the Executive Director Office. Handles and responds to inquiries and requests from all levels of staff, other government agencies, elected officials, the media, and members of the public regarding operating policies and practices of the Finance Shared Services.

Ensures timely dissemination of all incoming information to appropriate divisions for information and action. Monitors progress of required actions on behalf of the Executive Director.

Co-ordinates outgoing responses as required.

Manages the Executive Director’s schedule and arranges interviews, business travel and meetings including telephone conferencing with external contacts.

Organizes the daily schedule and prioritizes urgent requests from the Mayor’s office, city councillors, the City Manager’s Officer and divisional staff.

Coordinates daily administrative operation of the office by organizing workload priorities. Provides administrative direction to other divisions by effectively organizing and distributing information whether it is a project, request for information or report requirements.

May supervise or provide work direction and training to support clerical services.

Prepares and processes correspondence (including that of a confidential nature such as investigation notes regarding disciplinary action, budget submissions, grievances, letters of discipline, strike contingency planning), reports, statistical statements, presentations, and minutes.

Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation.

Ensures conformity with regulations, statutes, by-laws, agreements, policies, and procedures. Applies and checks layout and formatting guidelines.

Proof-reads own and other's material.

Monitors all key Finance Shared Services reports required for committees and council and ensures deadlines are met for signature, approval, tabling and briefing.

Reviews and analyzes council and standing committee agendas and reports identifying / flagging items that will impact on the Finance Shared Services operations and initiates necessary action and follow-up to respond to these items.

Handles and performs customer service functions such as investigating, analyzing, resolving problems and diffusing contentious situations associated with clients / customers of the Finance Shared Services Office which include the Mayor’s office, councillors offices, community agencies and the general public.

Maintains effective working relations with divisional management staff and officials outside of the division with whom Finance Shared Services conducts regular business.

Maintains a continuous awareness of corporate and divisional administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.

Ensures all documents, including correspondence, reports, purchase orders and all financial authorization forms submitted for the Executive Director’s signature are in conformance with signing authorities, complete, in the correct format, and have the necessary prerequisite authorizations / sign off completed.

Maintains records and compiles Finance Shared Services reports in accordance with corporate operating procedures. Compiles special reports from available records and by researching information from other areas.

Performs highly independent, specialized administrative tasks including preparation, research, investigation, review, reconciliation and co-ordination of various documentation and processes.

Key Qualifications :

• Extensive experience providing administrative support to a Senior Executive, handling a broad range of administrative matters, standard office practices and procedures.
• Extensive experience preparing, editing, and formatting complex reports, correspondence, charts, tables, presentations and statements.
• Extensive experience scheduling meetings, managing calendars and events and taking minutes at meetings and identifying items for follow-up.
• Considerable experience working with confidential materials / information for senior management staff.
• Proficient in the use of Microsoft Office Applications, managing databases and an aptitude for learning new technologies / systems.
• Knowledge of financial management software such as SAP is an asset.
• Strong verbal and written communication skills.
• Highly developed interpersonal skills with the ability to deliver excellent customer service and ability to build and maintain relationships at all levels and with external partners and stakeholders.
• Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines, assess situations to determine importance, urgency, and risks, and make clear decisions or deal with conflicting priorities and work demands
• Ability to be flexible, adaptable and be resourceful to changing needs, take initiative and find innovative solutions.
• Ability to provide work direction to other administrative office support staff.
• Knowledge of financial reporting, budget analysis and process and ability to assist with the interpretation of financial data and documents.
• Knowledge of municipal operations that may include but is not limited to council proceedings, corporate protocols, established Committees functions, both internal and special interest groups and current political issues.
• Strong analytical and proactive problem-solving skills and ability to research and gather information in a timely fashion.
• Ability to exercise independent judgment and discretion while dealing with highly confidential operational matters.
• Ability to work independently under minimal supervision.
• Ability to work evenings and weekends as required.
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.
30+ days ago