Executive Assistant

The City of Belleville; Belleville; On-site; CAD 81,000 - 97,000; Full time

Job summary

A municipal government is seeking an Executive Assistant to provide high-level administrative support. Responsibilities include data analysis, scheduling, and coordinating departmental responses. Applicants should have a four-year degree in relevant fields and at least three years of executive administrative support experience. The role is permanent full-time in Belleville, offering competitive benefits.

Benefits

Competitive market salary

Employer-paid extended health benefits

OMERS Pension Plan

Qualifications

• Minimum of three years of experience providing executive-level administrative support.
• Experience with data collection and reporting in a public sector or corporate environment.
• Familiarity with accessibility legislation and initiatives.

Responsibilities

• Provide high-level administrative support to the Director of People and Corporate Services.
• Prepare data-driven reports to support decision-making across various functions.
• Liaise with internal departments to track progress on initiatives.

Skills

Data analysis

Organizational skills

Communication

Teamwork

Education

Four-year Degree in Business Administration

Project Management Certification

Tools

Power BI

Excel

SQL

Tableau

Job description

EXECUTIVE ASSISTANT

The City of Belleville, known as the ‘Friendly City’, is located at the mouth of the Moira River where it meets the picturesque Bay of Quinte. Experience world-class fishing, boating, cycling, and walking along waterfront trails. Belleville is located between Toronto and Montreal, and less than one hour from the U.S. border. Approximately 56,000 people live in Belleville and over 220,000 within 30 minutes. The City is close to Prince Edward County with wineries and beaches such as Sandbanks Provincial Park. We are home to Loyalist College and Albert College. The historic downtown core offers restaurants, shopping, and live music and theater venues. The City provides a blend of small town warmth and big city amenities, quality of life, and affordable housing. More information is available at www.belleville.ca.

Currently, the City of Belleville has an exciting opportunity for a highly motivated, strategic, and dynamic individual to join our People & Corporate Services Department as an Executive Assistant.

Position Type: Permanent Full Time
Number of Positions: One (1)
Department: People & Corporate Services Department
File Number: SV25-109
Hours: Monday to Friday, 8:30 AM to 4:30 PM
Employee Group: Non-Union
Salary: Grade 9 ($81,100.93 - $96,547.79)
Closing Date: Friday, September 12, 2025 at 4:30 PM

PURPOSE AND SCOPE:

The Executive Assistant provides high-level administrative, analytical, and operational support to the Director of People and Corporate Services. This position supports strategic decision-making across People and Culture, Corporate Services, and By-Law Services through data analysis and reporting on HR metrics, benefits utilization, training participation, records management, and service delivery trends.

The Executive Assistant also oversees the Director’s office operations, including scheduling, correspondence, meeting coordination, and the preparation of reports and presentations, ensuring efficient workflow and alignment with corporate priorities.

KEY DUTIES AND RESPONSIBILITIES

• Collect, analyze, and prepare data-driven reports to support the Director’s decision-making across functions such as:
• People and Culture: turnover, recruitment trends, performance management, training and development participation, etc.
• Corporate Services: policy compliance, benefits utilization, records management metrics, etc.
• By-Law Services: service delivery trends, compliance reporting, enforcement statistics, etc.
• Provide executive administrative support to the Director, including calendaring, scheduling meetings, preparing agendas and briefing notes, drafting correspondence, and coordinating presentations and reports for Council, SLT, and external stakeholders
• Liaise with internal departments to track progress on departmental initiatives, ensuring deliverables are met
• Prepare and maintain confidential files and records with discretion and accuracy
• Conduct research and prepare briefing materials, summaries, and recommendations on a wide range of issues to support the Director
• Coordinate departmental responses to internal and external inquiries, ensuring timely communication
• Support departmental projects and initiatives
• Support with Accessibility for Ontarians with Disabilities Act (AODA) tasks within the Department as required
• Perform all tasks and responsibilities through the lens of Equity, Diversity, Inclusion, ensuring commitment to fairness, representation, accessibility and respect for diverse perspectives and cultures in all aspects of work
• Perform all other duties as assigned

Note: Above duties are representative of a typical position and are not to be construed as all-inclusive.

MINIMUM EDUCATION

• Four (4) year Degree in Business Administration, Public Administration, Human Resources, or Data Analytics
• Satisfactory Criminal Record Check (CRC) prior to commencing work at the City of Belleville.

ASSET EDUCATION

• Project Management Certification (e.g., PMP, CAPM)
• Data Analytics Certification or Training (Power BI, Excel, SQL, Tableau, etc.)

MINIMUM EXPERIENCE

• Minimum three (3) years of progressive experience providing executive-level administrative support
• Demonstrated experience with data collection, analysis, and reporting in a municipal, public sector, or corporate environment
• Demonstrated experience working with accessibility legislation or supporting accessibility initiatives
• Demonstrated experience with HRIS, records management systems, and business intelligence tools

ASSET EXPERIENCE

• Three (3) years progressive administrative experience in a municipal environment
• Experience with reporting supporting senior leadership, Council or Board

Note: A combination of relevant work experience and education may be considered.

WHAT’S IN IT FOR YOU

• Competitive market salary
• Competitive employer-paid extended health benefits
• OMERS Pension Plan
• Live, work, and play in Belleville and enjoy its offerings

HOW TO APPLY

www.belleville.ca/careers

We thank all applicants who apply; only those selected for an interview will be contacted.

Applicants will be required to provide a satisfactory criminal reference check within six (6) months and, if required for the position, a driver’s abstract before the date of the interview or commencement of employment.

The City of Belleville is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). Please advise the Human Resources Division to ensure accessibility needs are accommodated.

Personal information and any supporting material will be administered in accordance with MFIPPA.

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