Job Summary:

The Executive Assistant provides high-level administrative support to the MLA, ensuring the smooth functioning of daily office operations. This role involves managing the MLA’s calendar, preparing reports, coordinating communications, and liaising with constituents, government agencies, and other stakeholders. The Executive Assistant also handles sensitive information and ensures confidentiality at all times.

Key Responsibilities:

Administrative Support:

Manage the MLA’s schedule and appointments, ensuring all commitments are met.

Coordinate meetings, briefings, and travel arrangements for the MLA.

Handle incoming and outgoing communications on behalf of the MLA, including phone calls, emails, and letters.

Draft, proofread, and finalize correspondence, speeches, and other documents as required.

Constituent Relations:

Act as the first point of contact for constituents and assist with inquiries or issues.

Assist in managing the MLA's community outreach programs and public relations efforts.

Prepare and send regular updates, newsletters, and other communications to constituents.

Event Coordination:

Assist in organizing community events, town halls, meetings, and other functions.

Coordinate logistics for MLA’s participation in public or private events, ensuring smooth execution.

Research and Reporting:

Conduct research on various issues related to legislation, local policies, and constituent concerns.

Prepare briefing materials, reports, and presentations for the MLA.

Monitor legislative activities and keep the MLA informed of relevant developments.

Office Management:

Maintain accurate filing systems and records for official documents and communications.

Ensure all office equipment is in good working order and order supplies when needed.

Handle confidential and sensitive information with the utmost discretion.

Other Duties:

Provide ad hoc support as needed to ensure the smooth operation of the MLA’s office.

Attend meetings, take notes, and track action items as required.

Skills and Qualifications:

Bachelor’s degree in Political Science, Public Administration, Business Administration, or a related field (preferred).

Proven experience as an Executive Assistant, Administrative Assistant, or similar role, preferably in a government, political, or public service setting.

Excellent verbal and written communication skills, with the ability to interact effectively with constituents, government officials, and the public.

Strong organizational and time management skills, with the ability to prioritize tasks and handle multiple projects simultaneously.

Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace, etc.).

Strong attention to detail and problem-solving abilities.

Ability to handle sensitive and confidential information with discretion.

Knowledge of legislative processes and government functions is an asset.

Personal Attributes:

Professional demeanor and strong interpersonal skills.

Ability to work under pressure and meet deadlines.

Proactive, with a strong sense of initiative and responsibility.

Adaptable and flexible to changing priorities.

Employment Type:

Full-time