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New Job Executive Assistant, Corporate Services In Ontario

Executive Assistant, Corporate Services
Executive Assistant, Corporate Services

Executive Assistant, Corporate Services

Company : Jobssummary / Indeed
Salary : $64,568–$75,537 a year
Location : Ontario

Full Description

Job Brief

Under the direction of the Director of Corporate Services, this position provides confidential and professional executive administrative support to the Corporate Services Department.

Employment Status:
Permanent Full time
Open To:
Internal/External Applicant(s)
Closing Date:
Duration (if temporary):

Job Title Executive Assistant

Salary $64,568 – $75,537 (2022)

Reports To Director, Corporate Services

Department Corporate Services

Location City Hall

Other General office environment. Some travel throughout the City of Kawartha Lakes may be necessary in accordance with job requirements; attend meetings and events as required.

Job Description:

  • Act in the role of Budget Coordinator throughout the corporate annual budget process including scheduling and attending all budget meetings, coordinating all budget related staff communications and preparation of the Annual Budget and Business Plan for both council deliberation, and posting on the City website
  • Prepare Corporate Services budgets in consultation with department managers and the Director; monitor budget on an on-going basis, gather variance information and prepare reports
  • Review invoices, expense claims, and visa reconciliation for accuracy related to the department and ensure that all invoices are properly coded and compliant with corporate policies; Collect, verify and prepare for authorization all departmental purchases over the established threshold
  • Coordinate, attend, set agendas, take minutes and advise of follow-up actions for the Budget Committee and other meetings the Director is responsible for
  • Provide administrative support to the Director and other management staff as requested by the Director, including managing calendars, emails, travel arrangements, phone inquiries and administrative issues
  • Organize and coordinate the logistics of the meetings, conferences and staff events to support the Director and management team
  • Responsible for procurement of supplies and other miscellaneous purchases as required by the Director
  • Create Purchase Orders for Corporate Services in accordance with the Corporate Purchasing Policy
  • Assist the Director and Internal Auditor with confidential investigations and reviewing internal compliance issues
  • Assist the Director with the preparation of various reports and presentations including providing statistical analysis and formatting support
  • Assist with emergency response planning for the department
  • Maintain a record of office keys and distribute to staff
  • Coordinate maintenance of the phone system, computer and office equipment by requesting repair service or ordering new equipment
  • Review telecommunications changes, document variances and inform Director
  • Receive and manage activities/assignments resulting from Council/Committee resolutions
  • Act as Records Management Department Liaison, and provide training
  • Create and maintain a contract management database for the department
  • Oversight of the City's Administrative Assistant Float Program and supervision of the department Administrative Assistant - Float positions
  • Supervise student employees and initiate and encourage participation in high school co-op program


  • Post-secondary degree in Business Administration or a related field
  • Minimum 3 years of related progressive experience, preferably in a municipal environment
  • Supervisory experience in a unionized environment
  • Competent in use of teleconference equipment
  • Knowledge of office management principles and procedures with an understanding of basic accounting
  • Demonstrated ability to exercise discretion and tact and maintain a high degree of confidentiality at all times, complying with all applicable privacy legislation and local policies and procedures
  • Effective oral communication and strong interpersonal skills to deal with members of the public, staff, council and senior government
  • Demonstrated customer service skills at a level to develop and maintain cooperative/collaborative working relationships both within and outside the organization
  • Demonstrated ability to contribute to and build upon a positive and healthy work environment
  • Excellent written communication skills; attention to detail and accuracy
  • Demonstrated time-management skills with the ability to prioritize workloads and meet deadlines with minimal supervision
  • Ability to demonstrate initiative consistently with the commitment to quality improvement, sharing process improvement initiatives with management
  • Advanced proficiency in Microsoft Office, the internet and any other related software
  • Able to attend occasional work related activities at various sites within the municipality or at other sites within Ontario
  • Upon a conditional offer of employment, a Criminal Record Check will be required

Candidates must be prepared for skills testing