Councillor's Assistant

JOB SUMMARY

A Councillor’s Assistant is responsible for managing and delivering a wide range of constituency, political, and operational services in support of the Councillor and the Councillor’s priorities. This role supports effective internal and external relations and includes responsibilities related to constituency casework, event and project coordination, media and communications support, and representing the Councillor in interactions with residents, stakeholders, and City staff. The responsibilities outlined below describe the general scope of the role. Duties may vary based on operational needs and direction from the Councillor, and not all responsibilities may be assigned at all times.

DESCRIPTION OF RESPONSIBILITIES

Constituency and Casework

• Receive and respond to telephone calls, emails, letters, and in-person inquiries from constituents, City staff, members of Council, and elected officials from all levels of government.
• Engage with callers to obtain a clear understanding of the issue, exercising a high level of tact, discretion, and diplomacy.
• Where possible, resolve issues directly by providing accurate information regarding City policies, programs, services, Council decisions, and Committee activities.
• Liaise with appropriate City departments to obtain information, coordinate follow-up, and ensure timely and satisfactory resolution of constituent inquiries.
• When required, connect constituents directly with departmental staff and follow up to confirm outcomes.
• Where Councillor involvement is required, advise the constituent accordingly and prepare background research and briefing materials for the Councillor.
• Follow up with the Councillor after constituent discussions to determine whether additional action is required.
• Maintain accurate records of inquiries using tracking software and provide regular reports to the Councillor.

Correspondence Management

• Draft and manage correspondence, briefing notes, and background materials related to ward and City matters.
• Support communications and media inquiries, including coordinating responses and conveying policy positions as required.
• Assist with preparation of materials related to Council and Committee matters.

EDUCATION AND EXPERIENCE

Post-secondary diploma required.

University degree in Business Administration, Public Administration, Journalism, Communications, English, or a related field is preferred.

A minimum of five years of experience providing administrative and communications support is required. Having experience in a political, public sector, or similarly fast-paced environment is considered an asset. Experience supporting an elected official is also considered an asset.

CERTIFICATIONS AND LICENCES

A valid Ontario unrestricted Class G driver’s license, or provincial equivalent, with no more than six demerit points accumulated.

KNOWLEDGE AND COMPETENCIES

• Working knowledge of the mandate, structure, and protocols of City Council and its committees, and the ability to apply this knowledge in a political office environment.
• Understanding of the role of the Councillor within the City organization, including relevant policy initiatives and committee responsibilities.
• Knowledge of the City corporation, administrative structure, services, and policies sufficient to effectively manage constituency casework and support the preparation of Council and Committee materials.
• Awareness of the demographics of the Councillor’s ward, including current initiatives, priorities, and community issues, and the ability to engage effectively with residents and stakeholders.
• Proficiency with Microsoft Office applications and standard office systems, with the ability to quickly learn and use additional digital tools such as SharePoint, communications platforms, and emerging technologies.