This full-time, permanent role involves providing high-level administrative and executive support in a confidential and dynamic environment. The Executive Assistant acts as a key liaison between the executive leadership team, internal departments, and external stakeholders. This position demands exceptional judgment, discretion, organizational ability, and strong written and verbal communication skills.

📌 Key Responsibilities

🧑‍💼 Executive & Administrative Support

• Act as the primary contact point for internal and external communications related to the executive office.
• Provide confidential executive assistance to the Clerk of the Board and executive leadership.
• Draft, review, and manage correspondence, reports, spreadsheets, and presentations.
• Maintain and manage executive calendars, coordinate appointments, and handle incoming calls.

📊 Information Management & Communication

• Gather, analyze, and report on administrative and policy data.
• Maintain electronic and physical filing systems.
• Support data-related committees by managing agendas, scheduling, and taking minutes.
• Prepare expense reports, handle logistics for travel and accommodation, and manage document workflows.

🕓 Schedule & Gatekeeping

• Serve as a gatekeeper for executive leadership, managing access to their time.
• Use discretion in prioritizing scheduling requests and calendar changes.
• Ensure leadership schedules are maintained and respected while creating “win-win” situations for stakeholder access.

📞 Liaison & Coordination

• Ensure effective communication and workflow between executive offices and other departments.
• Follow up on Board decisions, assist with policy implementations, and escalate complex or urgent matters appropriately.

🔒 Confidentiality & Discretion

• Handle sensitive labor and HR data, especially regarding Bargaining Units.
• Review and ensure accuracy and completeness of materials requiring executive signatures.

✅ Qualifications & Skills

🧠 Core Skills Required

• Strong executive support experience
• Excellent time management and presentation skills
• Advanced communication skills (written and verbal)
• Detail-oriented with critical thinking and discretion
• Proven problem-solving and decision-making capabilities

🛠️ Technical & Administrative Skills

• Proficiency in Microsoft Office Suite and scheduling software
• Familiarity with IT services/consulting environments is a plus
• Experience with meeting planning, note-taking, and managing confidential data