Job Description

Manager, Executive Operations

(Regular Full Time)

City Manager\xe2\x80\x99s Office
Competition #23/144
Internal/External Posting
Closing date: June 25, 2023

Reporting to the City Manager, the Manager, Executive Operations plays a pivotal role in leading and optimizing the operations of the City Manager\xe2\x80\x99s Office and provides executive support to the City Manager and Mayor. The Manager, Executive Operations leads an executive administrative team responsible for providing an exceptional service experience while providing support and information to the Deputy City Manager and members of Council.

The Manager, Executive Operations possesses strong communication, leadership and organizational skills, including the ability to tactfully and strategically manage a high volume of competing and time sensitive matters and issues with minimal direction. This individual is committed to innovation and continuous improvement, demonstrates the values of people-first leadership and ensures the City Manager\xe2\x80\x99s Office is accessible and responsive.

The Manager, Executive Operations forges strong working relationships with staff and stakeholders, and collaborates with members of the Senior Leadership Team to coordinate administrative, operational and strategic initiatives driving overall organizational success.

Accountabilities:

• Manages incoming and outgoing communications on behalf of the City Manager, including email, phone calls, and other forms of correspondence.
• Gathers data and coordinates the flow of highly confidential information to the City Manager and Mayor.
• Drafts and prepares documents, letters, reports, briefing notes, memos and presentations as needed by the City Manager.
• Manages the City Manager\xe2\x80\x99s calendar to prioritize and schedule appointments, meetings, and events.
• Assists with meeting preparation, which may involve producing agendas, gathering relevant documents, and conducting research. Attends meetings as required, takes minutes and tracks action items to follow up on commitments and ensure completion of projects.
• Acts as a liaison for the City Manager\xe2\x80\x99s office with other organizations, government agencies and the public, including responding to meeting requests for municipal, community and business leaders. Liaises with federal and provincial officials regarding meetings and responds to or refers inquiries and complaints from the public.
• Researches and analyzes materials relating to current initiatives and internal operations.
• Supervises and manages up to up to five executive support staff of the Mayor and City Manager\xe2\x80\x99s office, including recruitment, training, and work assignments and managing employee conduct, performance and attendance.
• Oversees the daily operations of the Office of the City Manager, including office equipment, supplies, and event coordination and logistics.
• Performs other related activities as required.

Qualifications:
Grade 12 Graduation, Certificate in Office Administration
A minimum of five years of progressively responsible administrative and supervisory experience in an executive office environment.

Work schedule: Monday to Friday, 35 hour work week
Pay band 4 $92,703 - $109,063 annually
Job Code #3176

To apply for this opportunity you will need to create an online profile or log back in to our career portal at www.victoria.ca/jobs - only online submission will be considered. All applications must be submitted online by 4:30 pm on the closing date noted on the posting. Please be prepared to provide proof of qualifications and supporting materials as outlined in your resume.

At the City of Victoria, we are committed to recruiting a diverse workforce that represents the community we serve. Indigenous applicants, people of colour, all genders, LGBT2Q+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process.

If you require assistance, please email us at careers@victoria.ca.