executive assistant

Executive Secretary

Location:Fort Smith Town Hall Status:Full-time Position Closing Date:When Flled

The Town of Fort Smith is excited to welcome a detail-oriented, dependable, and highly motivated Executive Secretary to join our Administration team. This key role o?ers the opportunity to make a meaningful impact while supporting a dedicated workforce.

OUTLINE OF THE POSITION

Reporting to the Senior Administrative O?cer, the Executive Secretary provides con?dential administrative, research, coordination, and logistical support to the SAO and Mayor?s O?ce. The position acts as the ?rst point of contact for the Mayor?s O?ce and supports the day-to-day operations of the SAO?s o?ce, including managing information, correspondence, scheduling, presentations, meetings, and events. The Executive Secretary also serves as a key liaison between the SAO, Mayor, Town Council, senior management, departments, sta?, community leaders, and external agencies. The role requires a high level of con?dentiality, discretion, organization, and professionalism, while assisting the SAO in managing competing priorities and ensuring the e?cient operation of the o?ce.

KEY RESPONSIBILITIES AND DUTIES

• Provides executive-level administrative and secretarial support to the Senior Administrative O?cer (SAO), including managing schedules, priorities, correspondence, meetings, and follow-ups.
• Coordinates the ?ow of information and work for the SAO, prioritizing requests and ensuring timely responses and action.
• Prepares brie?ng materials, reports, correspondence, presentations, and other documents using information gathered from various sources.
• Manages information systems, including acting as the SharePoint site administrator and maintaining accurate and accessible records.
• Organizes and coordinates meetings, including invitations, agendas/documentation, logistics, teleconferences, minutes, and follow-up.
• Coordinates SAO travel arrangements, approvals, and expense reporting.
• Handles purchasing and ?nancial administration, including purchase requisitions, payment requests, and monthly corporate credit card reconciliation.
• Maintains Adobe accounts and emergency communications for Town departments.
• Coordinates Mayor and Council submissions, monitors deadlines, and follows up with departments and authors.
• Organizes Council, Committee, Public Hearing, and advisory board meetings, including preparing and distributing agendas and supporting materials.
• Records and maintains o?cial minutes, attendance records, motion registries, minute binders, and brie?ng note registries.
• Ensures public notices and meeting information are issued in accordance with legislation and Town procedures.
• Handles the secure transmission of con?dential documents to the Mayor and Council.
• Assists with maintaining the Town website and media communications, ensuring information is current, complete, accessible, and posted promptly.
• Reviews and edits documents and presentations for accuracy, consistency, formatting, and compliance with established guidelines, including coordinating translations when required.

KNOWLEDGE, EDUCATION AND EXPERIENCE

• 2-3-year degree or diploma in administration or a related ?eld.
• Minimum of four (4) years' experience in an administrative capacity.
• An equivalent combination of education and experience may be considered.
• Advanced Microsoft O?ce skills, thorough knowledge of o?ce equipment, procedures, databases, and spreadsheets.
• Written and spoken ?uency in English.
• An equivalent combination of education and experience may be considered.
• A current criminal records check is required upon hire.

COMPENSATION AND BENEFITS

Pay Level/Range: Level 17 ($73,978.45 - $84,917.18) Northern Allowance paid in addition to base salary. Comprehensive benefits including extended health, dental, vision, life insurance, and paid leave. Employee Assistance Program.

TO APPLY:

Submit your resume and cover letter to humanresources@fortsmith.ca