Councillor's Assistant VI - Office Manager / Executive Assistant

JOB SUMMARY

Under the supervision of the Chief of Staff and the City Councillor, the Office Manager & Executive Assistant (OM/EA) provides critical day-to-day administrative, scheduling, and constituent support within a fast-paced political office. This role ensures the smooth functioning of the Councillor’s Office by coordinating communications, managing inquiries, supporting event logistics, and maintaining internal office systems. As the first point of contact for many residents and stakeholders, the OM/EA is responsible for delivering high-quality customer service, managing sensitive information with discretion, and supporting the operational priorities of the Councillor and Chief of Staff.

DESCRIPTION OF RESPONSIBILITIES

Administrative & Operational Support

• Manage the Councillor’s calendar and assist with scheduling meetings, events, and travel.
• Maintain office filing systems and organized electronic/physical records.
• Prepare correspondence, meeting notes, and briefing materials as directed.
• Organize and distribute incoming and outgoing e-mail and mail.
• Support financial record-keeping by maintaining expense records and submitting documentation for review.
• Monitor office supplies and coordinate purchases.

Constituent Services

• Act as first point of contact for general inquiries.
• Triage and log constituent inquiries using Dynamics; escalate as needed.
• Provide timely responses to routine questions; draft responses for review.
• Coordinate follow-up with departments to assist with resolutions.

Event and Community Engagement Support

• Assist with community event planning, logistics, and materials.
• Draft and distribute invitations; manage RSVPs.
• Support the Councillor and Chief of Staff at events through notetaking and coordination.

Communications and Outreach Support

• May assist in formatting community updates, newsletters, and print material.
• May maintain Councillor’s website and event calendar.
• May schedule pre-approved social media content and monitor engagement.

Working Conditions

• Occasional evening/weekend event attendance.
• Must handle sensitive matters with discretion and professionalism.

EDUCATION AND EXPERIENCE

Post-secondary education in a related field an asset.
1–2 years’ administrative, communications, or customer service experience.

COMPETENCIES, SKILLS AND ABILITIES

• Strong organizational and multitasking skills.
• Excellent verbal and written communication
• Proficiency with Microsoft Office and case tracking systems.