Executive Assistant

City Of Edmonton; Edmonton; On-site; CAD 69,000 - 88,000; Full time

Job summary

An established industry player is seeking a highly organized Executive Assistant to support the Chief Financial Officer and Deputy City Manager. This pivotal role involves managing complex schedules, drafting professional communications, and fostering relationships with stakeholders. The ideal candidate thrives in a fast-paced environment and possesses strong attention to detail, exceptional writing skills, and proficiency in productivity software. This is a unique opportunity to contribute to impactful initiatives within a dynamic team while enjoying a supportive work culture that values diversity and inclusion.

Benefits

Health benefits

Pension plan

Professional development opportunities

Work-life balance initiatives

Qualifications

• 10+ years of executive support experience, including calendar management.
• Experience supporting C-suite executives in a fast-paced environment.

Responsibilities

• Manage the Deputy City Manager’s calendar and schedule meetings.
• Draft and prepare professional communications for the Deputy City Manager.

Skills

Meticulous attention to detail

Calendar management

Interpersonal skills

Writing and communication skills

Productivity software proficiency

Adaptability to changing priorities

Independence in work

Education

Executive Assistant certification

Bachelor’s degree in Administration

Equivalent work experience

Tools

Google Sheets

Google Documents

Gmail

Adobe

Job description

Are you a highly organized and dynamic professional who thrives in a fast-paced, executive-level environment? Do you excel at anticipating needs, streamlining operations, and building strong relationships?

As the Executive Assistant to the Chief Financial Officer (CFO) and Deputy City Manager (DCM) of Financial and Corporate Services, you will be a pivotal partner, empowering them to focus on strategic initiatives and drive impactful results for the City. Your days are fast paced as the environment is characterized by changing deadlines, sensitive issues and organizational needs but you are calm, confident, organized and can rise to the challenges.

What will you do?

• Manage and maintain the Deputy City Manager’s calendar, including scheduling meetings with multiple parties, in a manner that reflects the goals and priorities of the Deputy City Manager
• Organize, screen and manage incoming calls, emails, and correspondence
• Prepare and distribute meeting material including agendas and briefing notes and other background material as required
• Draft and prepare professional communications on behalf of the Deputy City Manager, including emails, letters, memos and other correspondence for both direct response or signature
• Review all incoming correspondence prior to Deputy City Manager’s review for compliance to department and City standards, appropriateness of response to fulfill the purpose of the inquiry as well as for grammar, format and spelling
• Anticipate the needs of the Deputy City Manager, take initiative to obtain details and work independently
• Foster strong and effective working relationships with key stakeholders; manage inquiries from citizens, organization and external stakeholders
• Act as a liaison between the Deputy City Manager’s office and internal/external stakeholders, ensuring clear and timely communication
• Maintain an organized and efficient office environment, including the procurement of office supplies and equipment
• Act as the FOIP Coordinator for the department

Qualifications

• An Executive Assistant certification, bachelor’s degree in Administration, Communications or equivalent education or work experience
• Minimum of 10 years progressively responsible and diversified office and executive support experience including composing correspondence, organizing and scheduling calendars
• 5+ years of experience supporting C-suite executives in a fast-paced, demanding environment
• Equivalent experience will be considered

Skills required for success:

• Meticulous attention to detail in all tasks
• Ability to manage complex calendars and prioritize tasks
• Strong interpersonal skills for interacting with various stakeholders
• Demonstrated excellence in writing and communication skills
• Strong productivity skills enabled through productivity software applications including Google sheets, Google documents, Gmail, Adobe and other workflow software
• Ability to adapt to changing priorities and situations
• Proven ability to produce quality work in a complex, demanding, time sensitive environment while exercising independence

Work Environment:

• Alignment to our Cultural Commitments and Leadership Competencies (https://bit.ly/4brRrXm)
• Embracing a culture of equity, diversity, reconciliation and inclusion
• Applicants may be tested
• The position is not eligible for remote work and requires to be in-office located in downtown Edmonton

The City of Edmonton values applicants with a diverse range of skills, experiences and competencies, and encourages you to apply. We strive to provide reasonable access and accommodations throughout the recruitment process. To request an accommodation, please contact [e-mail]. Learn more about our benefits https://bit.ly/COEbenefits.

Up to 1 permanent full-time position

Talent sourced through this process may be considered for similar opportunities within the City of Edmonton.

Hours of Work: 36.9 hours per week

Salary Range: $36.330 - $45.412 (Hourly) $69,978.43 - $87,473.04 (Annually)

Talent Acquisition Consultant: RD/SB

Edmonton rests in the heart of Treaty Six territory in Alberta and the homelands of the Métis Nation.

Classification Title: Executive Assistant
Posting Date: May 02, 2025
Closing Date: May 16, 2025 11:59:00 PM (MDT)
Number of Openings (up to): 1 - Permanent Full-time
Union: Management
Department: Financial and Corporate Services
Work Location(s): Chancery Hall, 5th Floor, 3 Sir Winston Churchill Square Edmonton T5J 2C3