Councillor's Assistant VI - Office Manager / Executive Assistant (17394)
City of Ottawa
Requisition ID: 17394
Department: Ottawa
Service: City Council
Branch: Elected Representatives
Employment Type: 1 Temporary Full Time Position (Up to November 14, 2026)
Work Hours: 35 hours per week
Affiliation: Non Union/Non MPE
Salary Information: Commensurate with experience; competitive salary and excellent benefits package
Location: City Hall,110 Laurier Avenue West
City: Ottawa, ON
Job Category: Administrative and Support Services
Application Close: 23/05/2025
JOB SUMMARY
Under the supervision of the Chief of Staff and the City Councillor, the Office Manager & Executive Assistant (OM/EA) provides critical day-to-day administrative, scheduling, and constituent support within a fast-paced political office. This role ensures the smooth functioning of the Councillor’s Office by coordinating communications, managing inquiries, supporting event logistics, and maintaining internal office systems. As the first point of contact for many residents and stakeholders, the OM/EA is responsible for delivering high-quality customer service, managing sensitive information with discretion, and supporting the operational priorities of the Councillor and Chief of Staff.
DESCRIPTION OF RESPONSIBILITIES
Administrative & Operational Support
- Manage the Councillor’s calendar and assist with scheduling meetings, events, and travel.
- Maintain office filing systems and organized electronic/physical records.
- Prepare correspondence, meeting notes, and briefing materials as directed.
- Organize and distribute incoming and outgoing e-mail and mail.
- Support financial record-keeping by maintaining expense records and submitting documentation for review.
- Monitor office supplies and coordinate purchases.
Constituent Services
- Act as first point of contact for general inquiries.
- Triage and log constituent inquiries using Dynamics; escalate as needed.
- Provide timely responses to routine questions; draft responses for review.
- Coordinate follow-up with departments to assist with resolutions.
Event and Community Engagement Support
- Assist with community event planning, logistics, and materials.
- Draft and distribute invitations; manage RSVPs.
- Support the Councillor and Chief of Staff at events through notetaking and coordination.
Communications and Outreach Support
- May assist in formatting community updates, newsletters, and print material.
- May maintain Councillor’s website and event calendar.
- May schedule pre-approved social media content and monitor engagement.
Working Conditions
- Occasional evening/weekend event attendance.
- Must handle sensitive matters with discretion and professionalism.
EDUCATION AND EXPERIENCE
Post-secondary education in a related field an asset.
1–2 years’ administrative, communications, or customer service experience.
COMPETENCIES, SKILLS AND ABILITIES
- Strong organizational and multitasking skills.
- Excellent verbal and written communication
- Proficiency with Microsoft Office and case tracking systems.
WHAT YOU NEED TO KNOW
- Language Requirement: Bilingualism (English / French) required.
- Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
- Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.
We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.
The City of Ottawa promotes the principles of diversity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We encourage applications from members of Indigenous, Black and other racialized communities, persons with disabilities, women and non-binary persons, persons of all ethnic origins, religions, sexual orientations, classes, gender identities and expressions.
Candidates are encouraged to self-identify as a member of one or more designated employment equity groups in the self-identification questionnaire.
The City of Ottawa provides accommodation to applicants during all parts of the hiring process, upon request. If contacted to proceed to the selection process, please advise us if you require any accommodation.
Accessible formats and communication supports are available upon request. Please contact the Employee Service Centre at 613-580-2424 extension 12211 or via email at esc-cse@ottawa.ca.