Corporate Assistant, CAO's Office

The Corporate Assistant will be responsible for providing multifaceted administrative support to the CAO's Office. 

• Delivering exceptional front-line support for the Chief Administrative Officer, Councillors, and Mayor with professionalism and efficiency.
• Providing skilled administrative, project, and research support to staff in the Corporate Programs Management Group, Intergovernmental Relations Unit, and Corporate Communications & Marketing.
• Composing correspondence, sometimes of a highly confidential nature; as well as reports, agendas, and related material.
• Engaging with internal and external stakeholders by providing assistance and support in person, over the telephone, and by email.
• Oversight and coordination of office operations, including managing supplies, timekeeping, credit cards, training applications, accounts payable, advertising, website publishing, records management, as well as mail distribution.
• Assisting with event preparation and coordinating logistics of staff participation in conferences, meetings, and workshops; including travel arrangements, venue bookings, and catering coordination.
• Performing other duties as required. 

• Knowledge of business English, spelling, grammar and punctuation, and the ability to communicate clearly both verbally and in writing; ability to understand and carry out oral and written instructions.
• Ability to maintain effective working relationships with the public and staff. 
• Highly developed organizational, time management, and independent problem-solving skills. 
• Ability to work effectively individually and as part of a team, and work under minimal supervision.
• Ability to work well under pressure; deal with stressful situations, and diffuse hostility in an effective manner.
• Ability to exercise tact, diplomacy, confidentiality, sound judgement and demonstrate excellent public relations and knowledge to all internal and external customers.
• Independently prioritize workload to achieve timelines, and maintain discretion in preparing and disclosing sensitive and/or confidential information.
• Ability to utilize applications such as Word, Outlook, Excel, Adobe Pro, WebEx, Zoom, CMS, REDMS, and PeopleSoft HCM at an intermediate to advanced level.
• Ability to work effectively individually and as part of a team, and work under minimal supervision.
• Ability to operate and assist with minor maintenance of a variety of office equipment.(e.g.: photocopier, fax, scanner).