Confidential Secretary - Mayor's Office

Core Purpose of Position

The Confidential Secretary provides administrative and governance support to the Mayor and City Council, and assists the Officers of Council as required. The position manages the Mayor's schedule, ensures the Mayor and Council have accurate and timely information for meetings and decisions, and serves as a professional point of contact for residents, community organizations, government partners and other stakeholders. The role requires exceptional organizational skills, attention to detail, strong writing and customer service skills, sound judgment, political acumen, discretion, and the ability to work independently while contributing to a collaborative team environment.

Major Duties and Responsibilities

• Provide comprehensive and confidential administrative support to the Mayor and City Council and administrative support to the Officers of Council, as required.
• Manage the Mayor’s calendar, appointments, meetings, community events and competing priorities, including coordinating schedules, confirming arrangements, identifying conflicts and ensuring timely follow-up.
• Prepare the Mayor and members of Council for meetings, events and official functions by coordinating agendas, background information, briefing notes, correspondence, speaking points and other required materials.
• Record and prepare accurate meeting notes that clearly summarize discussions, decisions, direction and required follow-up actions.
• Draft, edit, proofread and coordinate correspondence and materials for the Mayor and Council, including letters, acknowledgements, invitations, proclamations, certificates, briefing materials and emails, ensuring accuracy, consistency and appropriate tone.
• Respond professionally to inquiries from Council, City departments, residents, community organizations and external stakeholders, exercising discretion and maintaining confidentiality.
• Develop and maintain positive working relationships with residents, community groups, businesses, Indigenous partners, other orders of government and external stakeholders on behalf of the Mayor’s Office.
• Coordinate meetings, events, conferences and official functions, including invitations, registrations, facility and room arrangements, technology needs, catering, travel and accommodations.
• Maintain accurate, organized and secure electronic and physical records, including confidential and in-camera materials, correspondence, contact information, meeting records and follow-up items.
• Process invoices, reconcile purchasing cards and prepare expense claims and related documentation in accordance with City procedures.
• Track Mayor and Council expenditures to ensure alignment with approved budget.
• Anticipate administrative and scheduling needs, manage multiple and changing priorities, meet critical deadlines and work collaboratively with colleagues to ensure effective coordination across the Mayor and Officers of Council offices.
• Provide backup administrative support within the Mayor and Officers of Council offices and perform other related duties as assigned.

Key Behavioural Competencies

Political Acumen and Confidentiality -Understands the municipal political environment and handles sensitive, confidential and in camera information with discretion, sound judgment and professionalism.

Organization and Priority Management -Plans and coordinates multiple schedules, meetings, deadlines and requests in a fast-paced environment while maintaining reliable systems and follow-through.

Written and Verbal Communication -Writes clearly and professionally for varied audiences and communicates respectfully, tactfully and confidently.

Customer Service and Relationship Building - Provides responsive, courteous service and develops positive relationships with Council, colleagues, residents, community organizations and external stakeholders.

Initiative and Self-Management - Works independently, anticipates needs, exercises judgment and takes appropriate action while keeping relevant parties informed.

Teamwork and Collaboration - Contributes positively to a collaborative office environment, shares information appropriately and provides support across the Mayor's Office and Officers of Council offices.

Adaptability and Composure - Responds calmly and professionally to changing priorities, urgent requests, interruptions and sensitive situations.

Qualifications (Education, Training, Experience)

• Post-secondary certificate or diploma in office administration, business administration, local government administration or a related field; an equivalent combination of education and experience may be considered.
• Minimum three (3) years of progressively responsible senior or executive-level administrative experience, preferably in a municipal, governmental, political, legal or governance environment.
• Advanced proficiency with Microsoft Outlook, Word, Excel and PowerPoint, Adobe Acrobat and electronic records or agenda-management systems.
• Knowledge of municipal government, Council processes, meeting procedures and records management is considered an asset.

Key Knowledge, Technical Skills and Abilities

• Exceptional writing, editing and proofreading abilities, with a demonstrated ability to produce clear, accurate and audience-appropriate correspondence.
• Highly developed organizational and time-management skills, with the ability to coordinate complex schedules.
• Ability to research, gather and compile relevant information for meetings, correspondence, briefings and responses.
• Strong interpersonal and customer service skills, including tact, diplomacy and the ability to work effectively with elected officials, senior leaders, the public and diverse stakeholders.
• Demonstrated ability to exercise discretion, independent judgment and confidentiality.
• Ability to work with limited supervision while contributing to a respectful, responsive and team-oriented work environment.
• Strong knowledge of agenda and minute preparation, including the ability to organize complex information, accurately capture decisions and distinguish between public and confidential content would be an asset.

Organizational Relationships

Reports To:

Executive Manager

Supervisory Responsibility: