Executive Assistant Deputy Chief / Chief Administration Officer

Job Information

Overall Purpose

• Under the supervision of the respective Deputy Chief or CAO. the Executive Assistant provides executive support services, on assignment to a member of the Executive (Deputy Chief or CAO).
• Provides executive administrative services for the Executive Office and the Office of the Chief of Police exercising considerable initiative and judgement and working in support of, and in partnership with the Executive Services Team.
   

Major Responsibilities

Provide Executive Administrative Services:

• Prepare daily agenda and ensure meeting files are available as needed. 
• Compose correspondence for signature and / or conduct research / collect background information.  
• Prepare reports and other documents; proofread and edit documents for grammar, spelling and compliance with procedures, policies and standards.
• Follow up on directives, inquiries and correspondence to ensure they have been dealt with in an appropriate manner.
• Coordinate and schedule appointments and meetings.
• Plan for and support assigned meetings including preparing agendas and other information required, determining issues that will or may be addressed and other background information, compile / prepare briefing notes from various sources, send invitations / notifications etc, arrange facility, food, and equipment, attending meetings, transcribing / editing  minutes, identifying action items, obtaining appropriate sign off and arranging for distribution of minutes, ensuring that action items have been delivered to those responsible and the appropriate follow up is monitored.
• Keep Chief’s office appraised of issues brought forward by OPS members.
• Coordinate travel and conferences by arranging transportation, accommodations, registration and per diems; prepare, submit and follow up on travel claims. 
• Serve as principle liaison for Board report coordination and issues arising from Board reports. 
• Liaise with other executives and members of the OPS, elected officials, community groups, government ministries, and embassies etc. 
• Coordinate all translation requirements.
• Provide support to the Executive Officer in the preparation of the Police Services Board package and in the planning and implementation of the annual Community Awards Ceremony & Police Awards Ceremony. Coordinate all invitation logistics, including RSVP and gathering details such as where, when, dress, other attendees etc.  
• Coordinate thank you responses to letters of recommendation (commendation) from the public and coordinate with appropriate internal office for recognition.
   

Major Responsibilities (continued)

Provide Reception:

• Alert senior staff to urgent requests from Executives and others requiring immediate attention.
• Respond to, prioritize and/or refer queries. 
• Receive correspondence (electronic or paper), review and establish priority and direction.
• Read, distribute and track incoming and outgoing correspondence or other documents.
• Greet and assist visitors.
   

Major Responsibilities (continued)

Assist with Office Operations:

• Maintain petty cash.
• Assist with projects as assigned; provide insight to the Chief’s office during planning and implementation phases.
• Participate in regular and ad hoc meetings to increase the level of communication, team skills etc. and to perpetuate a team-based approach to service delivery.
• Raise issues and concerns with an aim to resolve in a proactive manner.
• Recommend improvements to work processes and participate in their development and implementation.
• Support other executive support team members, as required, in the delivery of administrative services.

Manage and maintain Data Integrity:

• Administer records storage and retrieval and ensure confidentiality of all files / records.
• Create and maintain databases / tracking systems / reference manuals / hard and electronic files.

Perform other duties as required or directed.    
 

Statement of Required Qualifications

Education

• Secondary school diploma - Grade 12 or equivalent, plus one (1) year additional relevant post secondary education or training.
• Experience and formal training combined may substitute for stipulated education requirements.

Experience

• Three (3) years relevant progressive experience in an administrative assistant role to management including utilization of word processing, spreadsheet, email, and internet software applications.
   

Certifications and Licences

N / A

In service Training

The following mandatory training and education is provided to all employees of the OPS:

• Occupational Health & Safety.
• Respectful Workplace. 
• Violence in the Workplace.
• Accessibility for Ontarians with Disabilities Act (AODA).
• Equity, Diversity & Inclusion (EDI).
   

Job Knowledge

Working knowledge of:

• The Organization’s Mission, Vision and Values.
• Research and data analysis techniques.
• Solid knowledge of:
• Records management and other office applications including word processing, spreadsheet, email, internet, etc.
• Office workflow and protocol. 
• The various functions of the Office of the Chief.
• OPS business plans, key result areas and administrative and operational infrastructure.
• The role of the four corporate sections and their mandates.

Understanding of:

• Municipal governance, Police Services Act Statement of Principles and its application.
• The importance of client-centered service. 
• Political climate, both internal and external that affects the delivery of police services.

Knowledge of the importance of the discretion and integrity in safeguarding confidential information are recognized requirements of the job.
 

OPS Competencies

Hours of Work

Effort and Working Conditions

• Work is normally performed in a standard open office environment with minimal adverse working conditions.
• The incumbent must be able to work shifts as designated in the “Hours of Work” section of the job description.
   

Desired Qualifications

Oral, reading, and writing fluency in French or other languages.