Commissioner's Executive Assistant

Job Summary

Provide and coordinate effective executive and administrative support to the Commissioner in the day-to-day management and operation of the Planning and Building Department.

Duties and Responsibilities

•Reporting to the Commissioner of Planning and Building, the Executive Assistant acts as the first point of contact within the Commissioner's Office.
•Responds to inquiries by assessing and prioritizing the nature of the query.
•Provides senior level expertise to the office in the areas of office management practices, processes and software.
•Coordinates schedules, manages documents, prepares reports, and correspondence.
•Ensures requests are responded to in a timely and efficient manner.
•Acts as liaison between internal and external stakeholders, including the general public, elected officials and all levels of staff in responding to general inquiries and requests, answering, screening and directing calls and gathering pertinent details.
•Prioritizes issues and requests, identifying critical items, researching  background information to enable the Commissioner to address issues.
•Manages and monitors the Commissioner's schedules, arranges appointments, engagements, teleconferences, conferences, travel arrangements.
•Provides administrative support to ensure all business administrative tasks and activities pertinent to the Commissioner's office are effectively managed; preparing highly confidential and regular correspondence, writing routine responses, organizing and maintaining records, gathering and preparing all necessary Council and General Committee agenda item support documents.
•Provides project and special assignment support, conducts some research, prepares regular reports, updates reports, monitoring and tracking of staff reports for various committees.
•Provides support to the Planning and Building Leadership Teams, guidance and advice to departmental Administrative Coordinators and Administrative Assistants; works closely with Executive Assistant to City Manager, Mayor's Office and to other Commissioner's Executive Assistants.
•Coordinates departmental administrative support and ensures departmental standard office procedures are updated accordingly.
•Lead PMR for Corporate Key Dates Calendar coordination and departmental Lean Ambassador.
•Performs other related duties as assigned.

Skills and Qualifications

•Post-Secondary education in a related field; minimum 10 years progressively responsible administrative experience or equivalent combination.
•Analytical and critical problem solving skills to proactively identify and resolve issues quickly and independently.
•Expert time management skills to plan and prioritize, effectively multitask and adjust to changing timelines.
•Excellent written and verbal communication skills with the ability to effectively communicate with senior level individuals both inside and outside the organization.
•Demonstrated ability to apply good judgement, maintain confidentiality and professionalism.
•Advanced level of proficiency in Microsoft Suite & SAP applications.
•Internal knowledge of the City’s processes, programs, organizational structure and political environment is preferred
•Excellent research skills.
•Ability to work independently and part of various teams.