Executive Assistant to the Mayor and Chief Administrative Officer – District of Oak Bay (Oak Bay, BC)

Municipal Hall – Administration Department
Executive Assistant to the Mayor and Chief Administrative Officer  

The District of Oak Bay is a picturesque seaside community located within the Greater Victoria Region, with a population of +18,000. While offering all the amenities of a large metropolitan urban centre, Oak Bay has succeeded in maintaining all the peacefulness and charm of a small town. Residents enjoy an exceptional quality of life, with miles of spectacular West Coast shoreline, brilliant beaches, parks and greenspace, quaint tree-lined streets and vibrant, boutique villages just beyond their doorsteps.

The District of Oak Bay is seeking a highly motivated administrative support professional to assume the duties of an Executive Assistant position within the Administration Office of the District due to the incumbent’s relocation.

Reporting to the Chief Administrative Officer (CAO), this position is responsible for providing confidential executive administration support to the Mayor and the CAO. The work is varied and complex and a responsive, proactive approach to this role is required. Responsibilities include, but are not limited to: managing inboxes and calendars; developing systems and processes for enhanced organization and efficiencies; researching and compiling background information; arranging meetings and appointments; preparing briefing notes and correspondence; meeting setup/take down as necessary; participating in the District’s records management processes; arranging travel and conference registrations; responding to inquiries/communications; and, completing special projects, such as organizing District-sponsored municipal events.

The position requires a high level of confidentiality, sound judgement, diplomacy, attention to detail, an understanding of the organization’s strategic priorities and the ability to thrive in a fast-paced environment. Advanced administrative skills including the ability to write reports, speaking and briefing notes, and develop presentation materials are required. Also required is a demonstrated ability to work effectively and calmly under tight deadlines. And through it all, the ability to provide exemplary customer service to a wide variety of stakeholders is essential.

The ideal candidate will have an undergraduate degree or diploma in Public/Business Administration or related field and a minimum of five years directly related and progressive experience, including working with senior level staff. A combination of education and experience will be considered.

We would like to hear from you if you are qualified and interested in this position. Please submit resumes/cover letter to: oakbayjobs@oakbay.ca with Executive Assistant in the subject line not later than 4:30 pm on March 5, 2021.

Applications received after that time will not be considered.

We thank you for your interest in working for the District of Oak Bay Only those selected for an interview will be contacted

Job Description 


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