Senior Executive Assistant, CMO

City of Ottawa; Ottawa; On-site; CAD 69,000 - 81,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Support professional to provide vital assistance to the City Manager's Office. This role involves managing a variety of confidential tasks, responding to inquiries, and conducting research to support departmental projects. The ideal candidate will possess strong organizational skills and the ability to work under pressure while maintaining a high level of accuracy. Join a forward-thinking organization that values diversity and inclusion, and make a meaningful impact in the community through your contributions.

Qualifications

• 5+ years of clerical/administrative experience required.
• Strong knowledge of office management principles and practices.

Responsibilities

• Provide confidential administrative support to the City Manager.
• Serve as a point of contact for client departments and City Council.

Skills

Organizational Skills

Time Management

Client Service Orientation

Attention to Detail

Problem Solving

Education

3 Year Community College Diploma in Business/Office Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

SAP

Job description

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Requisition ID: 17317
Department: City of Ottawa
Service: City Manager's Office
Employment Type: 1 Full-time Temporary-Up to 1 year
Work Hours: 35.00hours per week
Affiliation: Non Union/Non MPE
Salary Information: $69,194.58- $80,960.88annually (2024 rates of pay)
Location: City Hall,110 Laurier Avenue West
City: Ottawa, ON
Job Category: Administrative and Support Services
Application Close:07/05/2025

JOB SUMMARY

You are responsible for providing a wide variety of confidential administrative support services in support of the City Manager.

You serve as a point of contact for client departments, senior managers, senior external contacts and members of City Council providing an initial response to standard inquiries and directing non-standard inquiries as appropriate. Duties and responsibilities also include conducting research and compiling documentation and data in support of branch projects or departmental inquiries, generating and making revisions to reports, creating and updating databases and project files, and coordinating the administrative processes.

EDUCATION AND EXPERIENCE

Completion of 3 year community college diploma in Business/Office Administration or related field

Minimum of 5 years of clerical/administrative experience

KNOWLEDGE

• Relevant dispositions of regulations and legislation pertaining to the branch
• Branch goals, objectives, policies and procedures
• The City of Ottawa’s departments and internal operational and administrative procedures and relevant contacts
• General knowledge of MFIPPA regulations
• Principles and practices of office management
• Record keeping, filing and general office procedures
• Database and records management practices
• Information verification and basic statistical analysis techniques
• Computer applications, including Microsoft Word, Excel, PowerPoint, Access, SAP, Electronic Records Management System and other corporate standard software as required
• Knowledge of applicable health and safety legislation, including the rights and duties of workers. General knowledge of City of Ottawa payroll and financial systems and branch policies, practices, functions, systems and procedures is an asset

COMPETENCIES, SKILLS AND ABILITIES

• Work independently and as a flexible and co-operative member of a team
• Excellent organization and time management skills and techniques: ability to work under pressure to meet tight time schedules and deadlines, prioritizing work and handling significant problems and tasks which come up simultaneously or unexpectedly
• Strict attention to detail and accuracy in the maintenance of records: ability to balance spreadsheets and produce statistical reports
• Conduct background research to investigate and solve problems in support of management and staff information needs, as well as project implementation
• Client service oriented: ability to use effective and tactful oral and written communication skills with clients at all levels of the organization
• Compile, organize and summarize data and information accurately and efficiently, applying policies and procedures
• High level of competence in dealing with sensitive issues
• Exercise independent initiative and establish priorities for own workload
• Exercise sound judgment, discretion and a high degree of confidentiality
• Interpret and explain rules, regulations and policies
• Discretion and confidentiality
• Make decisions on both routine and non-routine problems Integrity, tact and good judgment.

WHAT YOU NEED TO KNOW

• Language Requirement:Designated Day 1 Ready – immediate requirement for language proficiency: French: oral, reading, writing English: oral, reading, writing Candidates must meet language requirement for position upon hire.
• You may initially be paid 95% of your starting rate of pay, in accordance with the terms and conditions.
• 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 during all parts of the hiring process, upon request, to applicants with disabilities. 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 at 613-580-2424, extension 47411.