Councillor's Assistant (Community Relations and Events Coordinator)
- City Of Ottawa
The Councillor's Assistant, Community Relations and Special Events Coordinator is accountable for managing and delivering a wide range of operational services and processes in support of the Councillor and the Councillor’s agenda including:
• Organizing community events and public meetings;
• Collaborating with community agencies on policy issues and events;
• External political relations;
• Project management;
• Managing the ward office two days a week at the Hunt Club Riverside Community Centre; and
• other tasks as deemed necessary.
Description of Responsibilities:
Responsible for coordinating and leading special events throughout the community with the goal of engaging with constituents and promoting City services and programs
• Corresponding with stakeholders to coordinate events involving other community organizations
• Preparing complete event scenarios and promotion plans
• Arranging the purchase of supplies and coordinating any special services
• Publicizing the event in various neighbourhoods and sending invitations to guests, inviting elected official and special guests to guarantee success
• Managing and attending community events, public consultations and other public events, as necessary
Manage the Community Office:
• Manage the ward office on Tuesday and Friday of every week
• Meet with residents as they enter the ward office, take note of their questions/concerns, follow-up with City staff as needed
• Ensure relevant brochures, bulletins are on hand to provide residents, ie OC Transpo bus schedules, recycling calendars, etc
Be the Councillor’s representative at Community Meetings:
• Attend and participate in community association meetings, community steering table meetings and events as the Councillor’s Representative (some meetings/events will be in the evenings or weekends, on occasion)
Occasionally required to speak on Councillor’s behalf with prepared speaking notes
• Take notes and report back to Councillor/Office manager on discussion
• Represent the Councillor with professionalism at all times.
• Maintain regular contact with community groups on Councillor’s behalf, communicating event updates and receiving the same.
• Create and maintain partnerships with community stakeholders
• Liaising with other elected officials’ offices and community members
Provide general administrative support services to the Councillor, by undertaking the following:
• Ensuring that the Councillor’s office is in compliance with all protocols and procedures required of an elected official (under the direction of the Office Manager)
• By working with the Office Manager, who is responsible for the Councillor’s schedule, prioritizing events to ensure the most efficient use of the Councillor’s time in addressing the needs of constituents and the requirements of Council
• Draft and prepare correspondence
• Answer phone calls to the office and assist as required
Become the lead staff person for various Standing Committees, Boards or other City organizations (to be determined):
• Brief the Councillor (orally and/or in writing) on a weekly basis, provide agenda preps before meetings, and generally, become an expert in the subject matter of the committee/board
Education & Experience
Post-secondary diploma or degree in Business Administration, Public Administration, Political Science, Journalism, Communications, English or other related program.
- University degree preferred, but not mandatory.
- Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
A minimum of 3 years experience in providing administrative services is required, preferably to the senior executive level, and including the provision of communication services (Social Media, Print Media, etc.)
Previous experience with event coordination, both large and small, is a must.
Previous experience in an elected official office is an asset.
Language, Certificates & Licenses
Proficient in English oral, reading, and writing required
French oral, reading, and writing required
Other languages such as Arabic, Mandarin, Italian would be an asset.
A valid Ontario unrestricted “G” class driver’s license (or provincial equivalent) with no more than 6 demerit points accumulated.
• Event planning and organization
• Media and communications techniques and practices
• Effective communications vehicles such as newsletters, newspapers, and social media
Competencies & Skills
• Excellent interpersonal and communication skills
• Excellent event planning abilities
• Demonstrated initiative, requiring general direction only
• Ability to handle difficult situations
• Attention to detail
• Ability to effectively work independently and within a team
• Creative thinking and resourcefulness