Executive Administrative Assistant to the Commissioner Job Details | Richmond Hill

Richmond Hill; Richmond Hill; On-site; CAD 76,000 - 87,000; Full time

Job summary

A municipal government in Richmond Hill seeks an Executive Administrative Assistant to provide comprehensive support to the Commissioner. Responsibilities include managing schedules, preparing reports, and ensuring compliance with documentation standards. The ideal candidate will have a diploma in Business Administration, relevant experience, and proficiency in Microsoft Office Suite. A valid Ontario driver's license is mandatory.

Qualifications

• 5 years progressively responsible experience in a Senior Administrative Assistant role within the public or business sector.
• Must possess a valid Ontario Class 'G' Driver's License and have access to a vehicle for corporate business.

Responsibilities

• Manage the Commissioner's schedule and appointments.
• Coordinate Department management meetings.
• Prepare reports and manage departmental payroll.

Skills

Proficient in Microsoft Office Suite

Critical thinking

Exceptionally organized

Excellent communication skills

Ability to handle sensitive information

Education

Diploma in Business Administration

Executive Administration Certificate

Tools

Payroll systems

Accounting software

Records management systems

Job description

Position Overview

Executive Administrative Assistant to the Commissioner. Department: Infrastructure and Engineering Services. Division: Infrastructure Delivery. Rate of Pay: $76,115.00 - $86,444.00. Job Type: Permanent Full Time. Replacement/New Position: Replacement. Posting Date: 09/29/2025. Application Deadline: 10/13/2025.

Position Summary

Reporting to the Commissioner of the Department, the Executive Administration Assistant to the Commissioner is responsible for providing administrative support to the Commissioner of the Department to ensure all business administrative tasks and activities pertinent to the Commissioner's portfolio are effectively managed in a timely and efficient manner. This position will also provide support to the Executive Leadership Team (ELT) in collaboration with other Executive Administrative Assistants as needed.

Key Duties and Responsibilities

• Manage Commissioner's schedule, arrange appointments, meetings, etc.
• Manage access to the Commissioner by assessing nature and urgency of the request
• Coordinate regular Department management meetings
• Arrange travel, accommodations, etc. for out-of-office events
• Supervise, undertake performance reviews, assign and monitor work of Receptionist/File Clerk
• Prepare agendas, reports, correspondence and presentation materials as required
• Ensure all documentation meets AODA requirements
• Respond to general enquiries from internal and external stakeholders
• Screen and redirect calls as appropriate
• Utilize conflict resolution skills to diffuse potentially volatile situations with angry or impatient customers, and apprise the Commissioner of any critical items
• Ensure enquiries are resolved in a timely and efficient manner, and escalate critical items as appropriate
• Provide project/special assignment support
• Gather and consolidate relevant information to support department projects and initiatives
• Prepare reports, workplans and updates for Commissioner's review
• Manage expense reports
• Prepare and submit departmental payroll, track vacation schedules
• Provide support in annual work plan development, performance review and department administrative budget development as needed
• Order office supplies
• Work collaboratively with other Executive Administrative Assistants as needed to coordinate a variety of highly sensitive and strategically significant department and City activities

Education and Experience

• Diploma in Business Administration
• Executive Administration Certificate or courses in Office Administration is an asset
• 5 years progressively responsible experience in a Senior Administrative Assistant role within the public or business sector

Required Skills/Knowledge

• Proficient in Microsoft Office Suite, and familiarity with payroll, accounting and records management systems
• Critical thinking, analytical, and problem solving skills
• Exceptional time management and prioritization skills
• Works well under pressure
• Ability to maintain privacy and confidentiality when dealing with sensitive matters
• Demonstrates good judgment and makes sound decisions
• Shows commitment to personal growth, development, and leadership opportunities
• Shares new ideas and challenges the status quo
• Proven written and verbal communication skills with the ability to communicate with honesty, openness, respect, and trust
• Takes initiative to participate in a culture of learning, mentoring, and sharing
• Contributes to building and being a part of a positive culture
• Must possess a valid Ontario Class "G" Driver's License, and have access to a vehicle for use on corporate business (mileage compensated) and will be required to provide proof of vehicle insurance upon hire
• Demonstrate the City’s corporate values of care, collaboration, courage and service

Leadership Competencies

• Demonstrates personal leadership
• Builds people and culture
• Cultivates open communication
• Shapes the future
• Navigates and leads through complexity and change

Attention Internal Candidates

All current City of Richmond Hill employees are required to apply via the ‘View Jobs for Current Employees’ link on the City’s Careers Page.

We thank all candidates for their interest; however, only those under consideration will be contacted.

The City of Richmond Hill is committed to inclusive, barrier-free recruitment and selection processes. If contacted to participate in the recruitment and selection process, please advise Human Resources if you require an accommodation.