Councillor's Assistant - Constituency and Operations Assistant

City of Ottawa / Ville d’Ottawa; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

The City of Ottawa is seeking a Constituency and Operations Assistant to support the ward office's operations. This role involves managing schedules, providing constituent services, and assisting with event logistics. Ideal candidates will have a university degree and strong organizational skills, along with bilingual communication abilities.

Qualifications

• University degree required in relevant fields.
• Experience in political office is an asset.
• Knowledge of social media and newsletter tools.

Responsibilities

• Manage scheduling and logistics for the Councillor.
• Serve as the first point of contact for constituents.
• Support event logistics and community presence.

Skills

Organizational skills

Written communication

Bilingual

Social media knowledge

Education

University Degree in Business Administration

Public Administration

Journalism

Communications

English or related program

Tools

Microsoft Office

Mailchimp

Canva

Job description

Requisition ID: 17692

Department: Ottawa

Service: City Council

Branch: Elected Representatives

Employment Type: 1 Temporary Full Time Position (Up to November 14, 2026)

Work Hours: 35 hours per week

Affiliation: Non Union/Non MPE

Salary Information: Commensurate with experience; competitive salary and excellent benefits package.

Location: City Hall,110 Laurier Avenue West

City: Ottawa, ON

Job Category: Administrative and Support Services

Application Close: 29/05/2025

Job Summary

The Constituency and Operations Assistant is the organizational hub of the ward office, responsible for keeping operations smooth and constituents supported. This role balances administrative coordination, front-line service, and logistical support to help our small team of four (4) stay responsive and focused. You’ll be the first point of contact for the public and an essential in-office presence, making sure every detail is handled—from calendar invites to event signage.

Description Of Responsibilities

• Calendar & Scheduling Support
• Manage and coordinate scheduling, including the Councillor’s schedule event invitations, and meeting logistics
• Monitor staff availability and flag conflicts
• Prepare daily and weekly calendar summaries
• Book rooms and handle last-minute changes
• Constituent Services & Casework Triage
• Serve as the first point of contact for emails and calls from the public
• Log constituent concerns and route them to the appropriate staff for follow-up
• Draft initial responses and follow up on open items
• Office Operations
• Maintain regular in-office presence during business hours
• Manage office supplies, printing, certificate requests, deliveries, and communications: phone and e-mail
• Event Support & Community Presence
• Support event logistics including setup, signage, event invitations and RSVPs, and tear-down
• Attend and/or represent the office at community events as needed
• Work with the office team to create social media content
• Administrative & Communications Support
• Assist with tracking sponsorship and donation requests
• Support the creation and layout of newsletters or mass email updates
  
  
  
  

Education And Experience

University Degree in Business Administration, Public Administration, Journalism, Communications, English or a related program.

Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.

Experience in political office considered an asset.

KNOWLEDGE

• Knowledge of social media platforms and visual content creation (e.g., Canva)
• Experience and familiarity with newsletter layout tools or mass email platforms (e.g., Mailchimp, Constant Contact, NationBuilder)
• Knowledge of Microsoft Office
• Interest or background in municipal government and public service
  
  
  
  

Competencies, Skills And Abilities

• Strong organizational skills and attention to detail
• Excellent written communication and sound judgment
• Bilingual
• Ability to work in a fast-paced, high-volume environment
• Professionalism, discretion, diplomacy and understanding municipal issues and governance
• Willingness to work flexible hours, including some evenings and weekends
• A valid Ontario unrestricted “G” class driver’s license (or provincial equivalent)
  
  
  
  

What You Need To Know

• Language Requirement: Designated Bilingual – specific level of language proficiency: French: oral, reading, writing English: oral, reading, writing Candidates who do not meet language requirements will be required to participate in training.
• Driver’s License Requirement: A valid Ontario unrestricted G class driver’s license (or provincial equivalent) with no more than 6 demerit points accumulated
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.
  
  
  
  

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

The City of Ottawa promotes the principles of diversity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We encourage applications from members of Indigenous, Black and other racialized communities, persons with disabilities, women and non-binary persons, persons of all ethnic origins, religions, sexual orientations, classes, gender identities and expressions.

Candidates are encouraged to self-identify as a member of one or more designated employment equity groups in the self-identification questionnaire.

The City of Ottawa provides accommodation to applicants during all parts of the hiring process, upon request. If contacted to proceed to the selection process, please advise us if you require any accommodation.

Accessible formats and communication supports are available upon request. Please contact the HR Service Centre (email: [e-mail]) at 613-580-2424, extension 47411 Employee Service Centre at 613-580-2424 extension 12211 or via email at [e-mail] .