Councillor's Assistant - Constituency and Operations Assistant

City of Ottawa; Ottawa; On-site; CAD 50,000 - 70,000; Full time

Job summary

The City of Ottawa is seeking a Councillor's Assistant to support the operations of the ward office. This role involves managing schedules, providing constituent services, and ensuring smooth office operations. The ideal candidate will demonstrate strong organizational skills and professionalism, and will be the first point of contact for the public. The position offers a competitive salary and excellent benefits, with a focus on community engagement and support.

Benefits

Competitive Salary

Excellent Benefits Package

Qualifications

• Experience in political office considered an asset.
• Experience and formal training may substitute for academic requirements.

Responsibilities

• Manage and coordinate scheduling and meeting logistics.
• Serve as the first point of contact for public inquiries.
• Support event logistics and community presence.

Skills

Organizational Skills

Written Communication

Attention to Detail

Professionalism

Diplomacy

Education

University Degree in Business Administration

University Degree in Public Administration

University Degree in Journalism

University Degree in Communications

University Degree in English

Tools

Canva

Mailchimp

Constant Contact

NationBuilder

Microsoft Office

Job description

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Councillor's Assistant - Constituency and Operations Assistant

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

1. 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

2. 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

3. Office Operations

• Manage office supplies, printing, certificate requests, deliveries, and communications: phone and e-mail

4. 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

5. 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
• 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

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 Employee Service Centre at 613-580-2424 extension 12211 or via email at [e-mail] .