Councillor's Assistant, Executive Assistant

JOB SUMMARY

The Executive Assistant is responsible for managing all administrative, operational, and communications functions of the Councillor’s Office. This position provides strategic and confidential support to the Councillor in advancing policy priorities, coordinating staff, and ensuring efficient and professional service to constituents.

DESCRIPTION OF RESPONSIBILITIES

• Manage the day-to-day operations of the Councillor’s office, including scheduling, budget monitoring, and workflow management.
• Supervise and coordinate the work of staff and volunteers, assigning priorities and ensuring deadlines are met.
• Serve as the principal liaison between the Councillor, residents, City staff, community associations, and external partners.
• Draft and edit correspondence, reports, speeches, and briefing materials.
• Conduct research and prepare background summaries to support Council and Committee work.
• Manage constituent case files and ensure timely responses to inquiries.
• Oversee communications activities, including newsletters, media requests, and public engagement.
• Support the organization of community events, public consultations, and outreach initiatives.
• Ensure compliance with City of Ottawa administrative policies, financial guidelines, and information management standards.

EDUCATION AND EXPERIENCE

University degree in Political Science, Public Administration, Business, Communications, or a related discipline.

Minimum of three (3) years of progressively responsible experience providing executive or administrative support, preferably in a political or government office.

Supervisory or management experience considered a strong asset.

KNOWLEDGE, SKILLS AND ABILITIES

• Sound understanding of municipal governance and Council/Committee procedures.
• Exceptional writing and communication skills.
• Strong organizational and leadership abilities with proven experience managing competing priorities.
• Discretion, judgment, and political acuity when dealing with confidential or sensitive matters.
• Proficiency with Microsoft Office and digital communications platforms.
• Bilingualism (English/French) is an asset, but not required.