Executive Administrative Assistant

Halifax Water; Halifax; Híbrido; CAD 65 000 - 81 000; Tempo integral

Resumo da oferta

Halifax Water is seeking an experienced executive assistant to provide comprehensive support to the General Manager in a fast-paced environment. The role involves interaction with Board Commissioners, elected officials, executive leaders, the public, and staff, with a strong focus on confidentiality and customer service.

You will manage calendars, prepare meetings and minutes, coordinate travel and boardroom logistics, triage inquiries, and assist with budgets and reporting.

Qualificações

• Five years of related senior administrative experience, plus two years at an executive level.

Responsabilidades

• Provides executive administrative support to assist the General Manager in carrying out their functions.
• Collecting information and preparing status reports and updates on strategic objectives, corporate balance scorecard results, and other operational performance metrics.
• Supports the General Manager preparing materials for Halifax Water Board and Board Sub-Committee meetings.
• On behalf of the General Manager, schedules and arranges appointments, travel, boardroom space and equipment, compiles agenda items and background information, records and prepares meeting minutes, and follows up on the status of action items.
• Triages inquiries coming into the General Manager’s office, such as phone calls and complaints, and makes referrals within Halifax Water or to other agencies as required.
• Coordinates incoming and outgoing mail, ensures distribution and follows up on outstanding items.
• Responsible for day-to-day management of the General Manager’s office budget including preparing projections, keeping accurate, up-to-date records and ensuring payment processes are followed in an accurate and timely manner.
• Coordinates provision of overall administrative support to the Executive Team through arranging and coordinating regular meetings with departmental Administrative Assistants, developing schedules to ensure there is in-office coverage and coverage for vacation and holidays, and a balanced allocation of administrative duties
• Supports tracking of Annual Business and 5-year Strategy Planning.
• As needed, represents the General Manager’s Office through participation in various committees or teams such as committees working on fundraising, social events, or conference organization.
• Establishes and maintains a relationship with the Municipal Clerk’s Office, HRM CAO’s Office and Councillor Office Administrative Coordinators, and monitors HALIFAX Council agendas for upcoming issues and topics relevant to Halifax Water.
• Responsible for special assignments and other related duties as assigned.

Conhecimentos

Executive support

Strong communication

Customer service orientation

Confidentiality

Team collaboration

Problem-solving

Interpersonal skills

Formação académica

Business diploma

Ferramentas

Microsoft Office 365

Outlook

Word

Excel

PowerPoint

SharePoint

OneDrive

Cayenta ERP

CMMS Cityworks

Descrição da oferta de emprego

Provides executive administrative and other support to the office of the General Manager in a demanding, fast-paced work environment. This position supports the General Manager and has on-going interaction with Halifax Water Board Commissioners, elected officials, Executive municipal and industry leaders, the public, and staff at all levels. This position requires a high degree of confidentiality, initiative, and flexibility combined with a strong customer service focus and strong communication skills. The incumbent must be able to work efficiently and effectively with minimal supervision and is required to have a strong commitment to working in a collaborative team environment.

Duties & Responsibilities

• Provides administrative support to assist the General Manager in carrying out their functions applying effective time management and task follow-up.
• Collecting information and preparing status reports and updates on strategic objectives, corporate balance scorecard results, and other operational performance metrics. Compiles reports, data, statistics and information as requested.
• Supports the General Manger preparing materials for Halifax Water Board and Board Sub-Committee meetings.
  Prepares correspondence and reports from written or verbal instructions. Frequently prepares correspondence that is self-composed.
• On behalf of the General Manager, schedules and arranges appointments, travel, boardroom space and equipment, compiles agenda items and background information, records and prepares meeting minutes, and follows up on the status of action items. Maintains and updates organizational documents as required.
• Triages inquiries coming into the General Manager’s office, such as phone calls and complaints, and makes referrals within Halifax Water or to other agencies as required. Brings high profile issues, serious complaints and other matters of priority to the attention of the General Manager or the appropriate Department Head/Manager in a timely manner. Works closely with Customer Care and Communications to ensure inquiries to the General Manager’s Office receive a timely response. Serves as a resource person for employees and general public seeking information from the General Manager’s office.
• Coordinates incoming and outgoing mail, ensures distribution and follows up on outstanding items.
• Responsible for day-to-day management of the General Manager’s office budget including preparing projections, keeping accurate, up-to-date records and ensuring payment processes are followed in an accurate and timely manner. Processes and approves payments, in accordance with Halifax Water policies, invoices for departmental supplies and services.
• Coordinates provision of overall administrative support to the Executive Team through arranging and coordinating regular meetings with departmental Administrative Assistants, developing schedules to ensure there is in-office coverage and coverage for vacation and holidays, and a balanced allocation of administrative duties
  Supports the production of the Annual Accountability Report, Annual Business Plan and reports and presentations to Halifax Council as required.
• Supports tracking of Annual Business and 5-year Strategy Planning.
• As needed, represents the General Manager’s Office through participation in various committees or teams such as committees working on fundraising, social events, or conference organization.
• Establishes and maintains a relationship with the Municipal Clerk’s Office, HRM CAO’s Office and Councillor Office Administrative Coordinators, and monitors HALIFAX Council agendas for upcoming issues and topics relevant to Halifax Water.
• Responsible for special assignments and other related duties as assigned.

Reports to:General Manager
Supervises:Provides guidance and coordinates follow-ups with other administrative staff as required.

Minimum Qualifications

Education and Experience

Education:

• Completion of a business diploma from a recognized educational institution. A combination of equivalent education and related experience may be considered.
  

Experience:

• Demonstrated knowledge of Halifax Water, utility or municipal operations and programs.
• Five years of related senior administrative experience, plus two years at an executive level.
• Proficiency with Microsoft Office 365, including but not limited to Outlook, Word, Excel, PowerPoint, SharePoint, One-Drive, and knowledge of Enterprise Resource Planning (ERP) software such as Cayenta and Computerized Maintenance Management System (CMMS) software such as Cityworks.

Other Requirements

• Must be willing to undertake and maintain the following safety training:
  • First Aid
  • Globally Harmonized System (GHS) (Formerly WHMIS)
  • Additional safety training as identified based on legislative and operational requirements

Knowledge, Skills and Abilities

• Knowledge of office systems, procedures, and file/records management.
• Knowledge and awareness of Freedom of Information/Protection of Privacy legislation and requirements
• Demonstrated effective interpersonal and customer relations skills.
• Demonstrated ability to work effectively with others, as well as independently.
• High degree of professionalism and confidentiality in handling sensitive information.
• Demonstrated ability to produce accurate information.
• Excellent communication (written and verbal) skills.
• Excellent organizational and problem-solving skills.
• High degree of professionalism and confidentiality.
• Excellent communication (written and verbal) skills.
• Excellent organizational and problem-solving skills.
• High degree of professionalism and confidentiality.

Non-Union Salary Band 5 ($64,661 to $80,826 annually)

Halifax Water is an equal opportunity employer.

Halifax Water’s goal is to be a diverse workforce that is representative of the community we serve, at all job levels. Halifax Water believes a diverse workforce positively contributes to its success, and the success of our community. We encourage applications from qualified African Nova Scotians, LGBTQ+ community, racially visible persons, women in non-traditional positions, persons with disabilities andIndigenous persons. Halifax Water encourages applicants to self-identify in the cover letter.