Executive Assistant

As the Executive Assistant to the Deputy Chief Administrative Officer of the Infrastructure and Planning Services Division, you will provide senior level, confidential, executive administrative assistance to ensure the efficient and effective operation of the office. You will act as a liaison between the Executive Team, Council and all other divisions and departments working closely with department Directors and administrative staff. The Executive Assistant leads, coaches and mentors’ administrative staff and provides guidance to senior management when requested. The work requires considerable involvement with Elected Officials, their administrative staff, external stakeholders including all levels of government, senior representatives of the private sector and boards and works within in a politically charged and sensitive environment.  

Key Responsibilities:

• Provide senior level confidential support to the Deputy Chief Administrative Officer and Executive Team, including working with the Mayor and Council to handle politically sensitive matters  
• Provide leadership and coordination for the day-to-day operations of the Deputy Chief Administrative Officer’s office, including high level executive support  
• Foster a strong, cohesive, and effective team environment with senior administrative staff to provide seamless coverage and support to all Executive Team members  
• Build and maintain positive relationships and excellent communication lines with administrative support to the Mayor and Council to ensure timely responses to Elected Officials and external stakeholders  
• Ensure timely and appropriate responses to all issues and requests from Elected Officials and external stakeholders including assigning to appropriate department for response, reviewing all outgoing correspondence for accuracy, completeness and format prior to signature and distribution  
• Research and assemble background information, compile data and prepare correspondence, reports, documents, submissions, responses and other briefing materials as needed by the Deputy Chief Administrative Officer or other members of Executive Team  
• Brief Executive Team members on administrative issues that may impact Mayor and Council  
• Communicate and coordinate Deputy Chief Administrative Officer's instructions and expectations to Directors and departments  
• Compose correspondence, agendas, meeting minutes, reports and other material for the Deputy Chief Administrative Officer ensuring material meets organizational protocols  
• Ensure responses to Councillor Requests are timely, accurate and politically correct in consideration of Council's involvement with the request  
• Provide information to other municipalities and external agencies as requested  
• Lead and assist with special projects, events, tours, conferences, and retreats, and process invoices for payment  
• Ensure Deputy Chief Administrative Officer's corporate records are maintained electronically  
• Process ATIP requests and other access to information inquiries as requested by Legislative and Legal Services  

Qualifications and Skills:

• Minimum post‑secondary certificate in a related office or business administration field, or equivalent specialized training, plus a minimum of eight years of progressively more responsible related experience, including supporting senior management in a collaborative, team‑based environment
• Related government experience, or experience in a people‑focused environment requiring a high degree of political acumen and the ability to work effectively with diverse internal and external partners
• Extensive knowledge of relevant computer programs such as SharePoint, Oracle, eScribe and Adobe  
• Exceptional verbal and written communication skills, with a strong customer service orientation and the ability to work effectively as part of a team
• Demonstrated ability to recognize and manage matters of a confidential nature in a discreet, professional, and collaborative manner
• Strong organizational skills and the ability to work independently and as part of a team, while effectively multi-tasking and managing frequent interruptions and competing priorities  
• Ability to assess the urgency of situations, collaborate with others as needed, and respond in a timely and appropriate manner
• Sound leadership skills to motivate, support, and direct staff while contributing positively to a team environment and maintaining a professional image
• Thorough knowledge of Strathcona County protocols and a strong understanding of corporate and divisional policies, procedures, and organizational structure  
• Ability to identify issues or discrepancies in policies or practices and work collaboratively to support resolution and continuous improvement

Conditions of Employment:

• Submission of a Satisfactory Criminal Record Check  

 
Who We Are:

Strathcona County is a specialized municipality located in the heart of Alberta. Our vision is to become Canada’s most livable community, where our workplace culture and identity are supported by our people plan and values of integrity, respect, safety, fairness, and cooperation.  

Why Join Strathcona County: (depending on position)

• Competitive salary and comprehensive benefits package, which includes:
  • Extended health and dental coverage    
  • Health and wellness spending account    
  • Life and disability insurance
  • Retirement and pension programs  
  • Paid and unpaid leave programs  
  • Earned day off program
  • Employee and family assistance program
• Commitment to employee development, through internal and external training and development opportunities
• Well-being programs and a safety culture focused on physical and psychological health in the workplace

Equivalencies of education and experience may be considered.  

This competition may be used to fill future vacancies for similar positions within the next 6 months.  

Strathcona County is committed to an inclusive, respectful, and equitable workplace that represents the community we serve. We welcome applicants from all backgrounds who can contribute diverse perspectives and experiences.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.