Executive Coordinator to the Mayor and Chief Administrative Officer - Jobs in Squamish, BC

Job Description

Executive Coordinator:Offices of the Mayor & Chief Administrative OfficerPermanent Full TimeThe District of Squamish is seeking an Executive Coordinator to provide confidential, executive level support tothe Mayor and Chief Administrative Officer, as well as administrative support to District Councillors. As the"right-hand-person" and primary point of contact, the Executive Coordinator manages and coordinates theflow of information and activities within the CAO's and Mayor’s offices, exercises sound judgment, andescalates issues as needed.In addition to day-to-day administrative functions, the Executive Coordinator will coordinate special projectssuch as the Mayor’s Youth Council, develop systems to manage and track progress on special projects andexternal advocacy work, draft policy and communications, assist with Council public relations, prepare sensitivecorrespondence, and act as an exceptional ambassador for the District.Who you are: You are an experienced, energetic, flexible, positive, detail-oriented, high performer who enjoysbeing at the center of the action - leveraging your skills and agile mind, and anticipating your designatedexecutives' changing needs. You are adaptable and have the ability to prioritize, re-prioritize, and organize thework to meet key deliverables in what can sometimes be a stressful environment of competing high-profilematters.You get things done; and if you don’t know how, you pride yourself on being a resilient self-starter who willfind out and follow through with excellence. You are confident and self-assured enough to handle difficultsituations with tact, diplomacy, exceptional customer service and minimal guidance; you maintainconfidentiality; understand nuance, and would represent the offices of the CAO and Mayor with poise.In addition to excellent communication and interpersonal skills, political savviness and business acumen arerequired for optimal performance in this role. You have a minimum of five years’ experience supportingleaders at the executive level, with a strong understanding of local government preferred. A degree in BusinessAdministration, Public Administration, Liberal Arts or Science or a related field, as well as courses or a certificate(PADM) in Local Government/Public Administration are also highly desirable.Who we are: The District of Squamish is a progressive and growing community with a strong focus on thegreat outdoors. Our friendly, small-town setting, spectacular natural environment, and world-class recreationalopportunities offer an incredible live-work-play lifestyle that few places can beat. Bike, ski, sail, run, climb, hike,explore – in your own back yard. Use some of that time you will save on the commute for FUN!We are a team of fun-loving yet highly dedicated and hardworking professionals who are committed tocontinuous learning, improvement, and excellence in service to our citizens - and so is our ideal candidate.What else are we offering In addition to a competitive salary, the District of Squamish offers acomprehensive benefits package, defined benefit pension plan, and compressed work week which allows for anearned day off every second week so you can maximize that adventurous lifestyle.We can’t wait to hear from you! A complete job advertisement can be viewed below.If you have questions that aren’t answered there, please reach out to our friendly HR team at the contact emailbelow. Please submit your resume and cover letter quoting competition #21-19 to:Human ResourcesDistrict of Squamish37955 Second Avenue, P.O. Box 310, Squamish, BC V8B 0A3E-mail: jobs@squamish.caApplication deadline: Until position is filled.External Job PostingPosition: Executive Coordinator to the Mayor and Chief Administrative OfficerStatus: Regular Full – TimeWork Area: AdministrationPosting Date: April 27, 2021Closing Date: Until FilledGENERAL SUMMARYUnder the general direction of the Chief Administrative Officer (CAO), the Executive Coordinator provides confidential,executive level administrative and project support to the Mayor and CAO and administrative support to the Councillors.KEY RESPONSIBILITIESCustomer Service

• Contributes to the success of our team, creation of our community, and delivering outstanding customer service

internally and externally by fostering the District of Squamish corporate values in their work: thinking beyond today,working together, acting with courage and enthusiasm, doing the right thing, and striving to do better every day.

• Follows the District of Squamish’s Customer Service Guidelines to ensure the Delivery of Outstanding Service.
• Serves as the primary point of contact on behalf of the Mayor and CAO.
• Provides exemplary customer service to both external and internal clients.

Administrative and Project Related Duties

• Provides confidential executive administrative support to the Mayor and CAO.
• Provides support for corporate strategic initiatives including coordinating the execution of special projects.
• Provides research and preliminary policy and project analysis, and drafts documents related to special projects.
• Coordinates the Mayor’s Youth Council
• Coordinates the Mayor’s advocacy efforts: tracks meetings, takes minutes at key meetings, helps keep records and

calendar follow up

• Anticipates the administrative needs of the CAO and Mayor and prioritizes their work accordingly.
• Liaises with the Communications department for Mayor and Council public relations and community engagement

events.

• Attends community events when required; leverages the Mayor's social media accounts to create posts of events.
• Sends out regular correspondence related to Mayor’s office issues and flags Director of Communications when

necessary.

• Provides high-level document management, including drafting, editing, formatting, and proofreading of documents,

document storage, and archiving.

• Drafts routine and complex correspondence and responds on behalf of the Mayor and CAO.
• Plans, monitors, and coordinates the daily schedule and calendars of the Mayor and CAO; advises of priority

deadlines, scheduled appointments, and meetings.

• Proactively prepares materials and background information related to meeting agenda items.
• Reviews schedules and workflow items to predict and resolve scheduling or interdependency conflicts / concerns

before they arise.

• Evaluates and prioritizes email correspondence and any complaints. Triages or responds on behalf of the Mayor and

CAO as appropriate.

• Ensures requests for information are appropriately tracked to completion.
• Schedules, coordinates, and manages logistics for attendance of CAO, Mayor and Council at meetings, appearances,

workshops, and conferences.

• Proactively communicates community event, workshop and conference opportunities to Council
• Coordinates IT support and acts as a liaison during emergency situations for CAO, Mayor and Council.
• Maintains electronic filing systems and databases, indexing documents and materials, and conducts file searches.
• Develops and implements new work methods and procedures, identifies problems, develops alternate solutions,

and implements changes as directed. Cover vacation and other temporary leave for Executive Assistant to the General Managers and Core LeadershipTeam Other duties as required.Confidential Duties

• Maintains and controls access to a variety of confidential, restricted, and protected status files, records, and

documents.

• Exercises considerable judgment in fielding and prioritizing inquiries.
• Demonstrates discretion and maintains confidentiality.
• Liaises with the Executive Assistants to the General Managers and Core Leadership Team on projects as necessary.
• Searches for and provides records on behalf of the Mayor, CAO, and Council in response to Freedom of Information

and Protection of Privacy Act requests.REQUIRED KNOWLEDGE, SKILLS & ABILITIES

• Full understanding of political protocols at the Local, Provincial, First Nations and Federal levels.
• Thorough knowledge of modern office procedures, practices, and operations with particular reference to filing and

records management systems.

• Superior knowledge of business English, writing, spelling, punctuation, and arithmetic.
• Advanced computer skills and thorough knowledge of Microsoft Office including MS Word, Excel, and Outlook.
• Ability to keep pace and anticipate the needs of the CAO and Mayor.
• Ability to process instructions and successfully execute on projects from start to finish while meeting critical

deadlines.

• Ability to take initiative where required and recognize when external direction is necessary.
• Demonstrated ability to maintain confidentiality and exercise discretion.
• Proven ability to thrive when challenged on a variety of projects.
• Excellent interpersonal skills and ability to deal with people in a tactful, diplomatic, and professional manner.
• Diligent, able to work under pressure, with a good sense of service and professional accomplishment.
• Possesses superior organization and time management skills
• Strong attention to detail.
• Excellent written and verbal communication skills.
• Flexibility to work outside of regular working hours as required.

REQUIRED TRAINING, EDUCATION AND EXPERIENCE

• Valid BC Class 5 Drivers License.
• A Diploma in Business Administration, Public Administration, or a related field.
• Local Government/Public Administration courses or certificate (PADM) an asset.
• A minimum of five years’ experience working in an office environment at the executive level with a preference for at

least two years’ experience working in local government.OR

• An equivalent combination of education, training and experience.

Disclaimer:The above statements are intended to describe the general nature and level of work being performed by peopleassigned to this position. This is a general list of responsibilities, duties and skills required of personnel so classified.Other related duties may be assigned in keeping with the general nature of the position.Hours of Work: Monday to Friday, 70 hours bi-weekly, with a compressed work week (9 day fortnightschedule). Some flexibility to work outside of regular working hours (early mornings,weekends, and overtime) is required.Salary: A competitive salary as well as a comprehensive benefits package.This is an Exempt position, and is excluded from the Union.Direct Your Application (Quoting Competition #) To: #21-19Human ResourcesDistrict of Squamish37955 Second Avenue, P.O. Box 310, Squamish, B.C., V8B 0A3 E-mail: jobs@squamish.caThe District of Squamish is an equal opportunity employer, committed to recruiting an inclusive workforce that reflectsthe community we serve. We encourage applicants from diverse backgrounds, including Indigenous applicants, allgenders, nationalities and persons with disabilities.