Executive Assistant

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

Job summary

A municipal government in Ontario is seeking an Executive Assistant to provide strategic support to the Director of People and Corporate Services. The role demands strong organizational skills, data analysis capabilities, and significant experience in administrative support. Candidates should have a relevant degree and a commitment to inclusive practices. The position offers a competitive salary and a collaborative work environment.

Benefits

Competitive market salary

Employer-paid extended health benefits

OMERS Pension Plan

Qualifications

• Minimum three years of administrative support experience.
• Experience with data collection and analysis.
• Knowledge of accessibility legislation and initiatives.

Responsibilities

• Provide high-level administrative support to the Director.
• Collect and analyze data to support decision-making.
• Coordinate meetings and prepare reports and presentations.

Skills

Data analysis

Project management

Communication skills

Administrative support

Education

Four-year Degree in Business Administration

Tools

Data reporting tools

HRIS

Job description

Overview

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 approximately 14 kilometers of waterfront trails. Situated between Toronto and Montreal, and less than one hour from the U.S. border, the City truly is at the center of it all.

Approximately 56,000 people make Belleville their home and over 220,000 live within 30 minutes of the City. We are in close proximity to Prince Edward County where you can discover award winning wineries and numerous beaches including Sandbanks Provincial Park. We are home to Loyalist College of Applied Arts and Technology as well as Albert College, Canada’s oldest co-ed boarding independent private school. The historic downtown core provides numerous restaurants, shopping and live music and theater venues for an amazing cultural experience. Our inviting blend of small town warmth and big city amenities, quality of life and affordable housing make Belleville the perfect place to live, work and play. 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.
• Supports 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”) Screening prior to commencing work at the City of Belleville.

ASSET EDUCATION

• Project Management Certification (e.g., Project Management Professional (PMP), Certified Associate in Project Management (CAPM))
• Data Analytics Certification or Training, e.g., Microsoft Certified: Data Analyst Associate (Power BI), Statistics, Excel, SQL, Tableau.

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 the beautiful city of Belleville and experience all that it has to offer.

HOW TO APPLY

www.belleville.ca/careers

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

Please be advised that the City of Belleville uses email to communicate with their applicants for open job postings. It is the applicant’s responsibility to include an updated email address that is checked frequently and accepts emails from unknown users. As we send time-sensitive correspondence regarding recruitments via email, it is imperative that applicants check their email regularly. If we do not hear back from applicants, we will assume that you are no longer interested in the job posting.

Applicants will be required to provide at their own expense a satisfactory criminal reference check dated within the past six (6) months and if deemed a requirement of the position, a driver’s abstract to the Human Resources Department on or before the date of the interview but no later than the commencement of employment if selected.

The City of Belleville is an equal opportunity employer committed to inclusive, barrier-free recruitment and selection processes and work environments. We will accommodate the needs of applicants under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA) throughout all stages of the recruitment and selection process. Please advise the Human Resources Division to ensure your accessibility needs are accommodated throughout this process.

Personal information and any supporting material will be administered in accordance with the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).