Executive Assistant to the Deputy Chief

This is a temporary full-time position with a term of approximately one year.

OVERVIEW

The Executive Assistant to the Deputy Chief will be expected to represent the Delta Police Department in a professional manner with the highest degree of diplomacy and discretion. This position provides administrative and organizational support to the Deputy Chief of Administration and the Delta Police Department management team as required.

NATURE AND SCOPE OF WORK

Duties include:

Manage and maintain the Deputy Chief's schedule, establishing priorities and efficiencies, coordinate calendar of appointments, invitations, conferences, seminars and other commitments. Ensure that all relevant materials are compiled for each event, and also organize required travel and accommodations.

Coordinate all arrangements for a variety of meetings and committees, preparing agendas and related materials, recording and preparing minutes, and conducting follow-up on outstanding action items with meeting and committee participants.

Act as key liaison for the Deputy Chief's office, screening all calls and visitors. Includes interacting with all levels of staff, government, and external organizations, and the general public. Respond to requests, queries, and complaints, providing information or referring to others as appropriate.

Prepare a wide range of materials, reports, and statistics, collecting and compiling information from a variety of sources. Compose correspondence and draft presentations.

Plan and coordinate special events, organizing facilities, catering, gifts, and other related materials within a designated budget. Coordinate invitations, registration, and logistics with event participants and other event coordinators.

Manage internal inquiries and maintain high levels of internal customer service relating to staff requests, inquiries, or concerns.

Manage internal communications from the Deputy Chief to members, staff, and volunteers.

Process and maintain a wide range of documents and records, including highly confidential and sensitive materials, develop document storage systems, and ensure efficient access and retrieval of documents as needed. Includes reviewing and processing all mail and email.

Continuously assess administrative procedures, processes, and systems, developing and implementing improvements to optimize the efficiency and effectiveness of the office.

REQUIRED SKILLS, KNOWLEDGE AND ABILITIES

Ability to handle sensitive and confidential matters, exercising a high degree of tact, diplomacy, and discretion, ensuring the security of the information and maintaining strict confidentiality.

Proficiency in formulating accurate letters, templates, spreadsheets, and related correspondence, transcribing minutes, and proofreading reports and documents as requested.

Ability to deal effectively, tactfully, and diplomatically with a diverse variety of people (internal and external) in a timely manner.

Ability to deal with a high volume of work and meet tight deadlines by prioritizing work effectively and efficiently; balancing conflicting priorities in order to manage workflow.

Ability to deal with ambiguity, identify problems, and take appropriate action or refer problems/issues to the appropriate people when necessary.

Demonstrate an awareness and understanding of Police, City Council, Police Board, and Government practices and cultures.

Ability to establish and maintain effective working relationships with the Senior Management Team as well as other internal/external stakeholders and the general public so that an effective line of communication exists between all.

Ability to work independently, exhibit sound judgment, and make reasonable decisions in the absence of direction. Display initiative and willingness to take on new challenges and tasks.

Ability to work well under pressure, multitask, have excellent time management skills, and maintain a clean, organized, and professional-looking workspace

Display a professional and courteous attitude and demeanour at all times, and maintain a positive attitude that communicates job-related issues with a constructive, problem-solving approach.

Able to use standard office equipment. Adept at using Microsoft Office, virtual meeting software (including Zoom and MS Teams), and other business software, and able to adapt to new technology.

Experience and knowledge with electronic document management and sharing systems would be considered an asset (i.e., SharePoint, Teams).

Strong and accurate keyboarding skills (minimum 45 wpm)

Excellent verbal and written communication skills.

REQUIRED EDUCATION, TRAINING, AND EXPERIENCE

High School Grade 12

PREFERRED EDUCATION, TRAINING, AND EXPERIENCE

Two (2) years post-secondary education in a related field, plus senior-level Executive Assistant experience; or a combination of education and experience.

Experience in research and appropriate referencing will be considered an asset.

REQUIRED LICENSES, CERTIFICATIONS, AND REGISTRATIONS

Valid Class 5 Driver’s License for British Columbia

Obtain enhanced security and criminal record clearance and maintain as such throughout employment.

Will be required to sign an attestation of confidentiality.