Department mission

In keeping with City Council’s directions and policies, to plan, guide, monitor, and optimize the organization’s activities, in compliance with laws and regulations, in order to establish effective, respectful relationships between the City and the community.

Responsibilities and goals associated with the position

Reporting to the Office Manager and, as needed, the Senior Administrative Assistant, the jobholder is responsible for ensuring the smooth functioning of the City Manager’s Office as well as the City Mayor’s Office, in close collaboration with the City Manager and the Senior Administrative Assistant.

The jobholder will be responsible for the following tasks:

- Assist the City Manager’s Office, in particular the Mayor’s Office, in planning, organizing, guiding and monitoring the City’s activities as well as providing the necessary support to elected officials.
- Receive, answer and write e-mails and mail for the Mayor’s Office and the City Manager’s Office, and follow up on telephone calls, as needed.
- Coordinate the Mayor’s agenda, organize, plan and ensure follow-up of appointments, meetings, travel, conference calls and videoconferences.
- Receive requests for information, complaints or requests from Council members and ensure follow up with municipal departments and citizens, if appropriate.
- Ensure administrative liaison between the Mayor’s Office and any other government, municipal, social, public or private organization that is in occasional or regular contact with the Mayor’s Office.




- Organize and participate in the organization of certain civic or formal receptions.
- Conduct research, gather and collate information, data and various documents, from sources internal or external to the City, to develop and complete the files of the City Manager’s Office or Mayor’s Office, or occasionally of the City’s departments for particular files.
- Write reports and articles as well as recommendations for City Council, or draft letters for the City Manager’s Office or the Mayor’s Office, in collaboration with the City’s departments or external professionals or consultants, when required.
- Continuously and attentively monitor the files and documents of the City Manager’s Office and the Mayor’s Office to ensure follow-up and compliance with deadlines.
- Perform all other related tasks.

Requirements

The candidate must hold a college diploma or a degree in a relevant field of study. He or she must also be proficient in the Microsoft Office suite. Three to five years of experience in a similar position is required for this role. The position requires a high level of proficiency in both French and English, both spoken and written, enabling the candidate to draft and present sophisticated and complex texts. The candidate must demonstrate attention to detail and the ability to work independently, be able to perform well under pressure, be highly adaptable, be a team player, and interact with tact, diplomacy, and sound judgment.

Schedule
35 hours per week Monday to Thursday, 8:00 a.m. to 4:30 p.m., minus 45 minutes for lunch, Friday, 8:00 a.m. to noon.

📌 Administrative Assistant - City Manager’s Office (Pointe-Claire)
🏢 Ville de Pointe Claire
📍 Pointe-Claire