Executive Assistant

City of Red Deer

Red Deer

On-site

CAD 70,000 - 87,000

Full time

7 days ago

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Job summary

The City of Red Deer is seeking an Executive Assistant to support the Executive Advisor in Enterprise Strategy, Governance and Alignment. The role handles highly confidential material and requires discretion, strategic thinking and strong communication across divisions and with Council.

Ideal candidates will have 5–7 years of executive-level support experience, a two-year diploma or equivalent, and proficiency with Microsoft Office and financial applications.

Qualifications

Two-year diploma or equivalent in Office/Admin or Business Admin as required.
Experience supporting an executive level supervisor in a large organization.
Proven ability to handle confidential HR and labour relations information.
Strong written and oral communication and time management skills.

Responsibilities

Provide executive support including calendar management and meeting coordination.
Prepare reports, presentations, agendas, minutes and follow-up actions.
Act as liaison between leadership, staff and external stakeholders.
Mentor administrative staff and support process improvements.
Manage confidential HR, labour relations, records and customer service matters.
Support budget planning, financial administration and procurement.
Lead or coordinate special projects with timelines and stakeholders.
Promote health and safety initiatives.

Skills

Strategic thinking

Analytical skills

Written and oral communication

Judgement and discretion

Team collaboration

Education

Two-year college diploma in Office Admin or Business Admin

Certified Canadian Administrative Professional designation

Project management certification (beneficial)

Tools

Microsoft Office

Financial applications

Job description

About Red Deer

Red Deer sits at the heart of Central Alberta along the QEII corridor, perfectly positioned between Calgary and Edmonton. With more than 100,000 residents and a regional reach of over 300,000, it’s a growing hub for business, services, and opportunity. Here, big-city amenities meet small-city ease. Enjoy abundant parks and trails, vibrant arts and culture, excellent recreation and education, and a strong sense of community.

With easy access to lakes, outdoor adventures, and the mountains, plus a thriving economy and high quality of life, Red Deer is an inviting place to live, work, and grow.

About The City of Red Deer Municipal Government

The City of Red Deer is a dynamic municipal organization with a $480M operating budget, a $60M capital program, and a workforce of nearly 1,700 employees. It is focused on growing with purpose by attracting talented, community-minded people who want to make a difference.

Guided by the vision “Our City, One Voice,” Red Deer is building a thriving, inclusive, and connected community, with priorities centered on a vibrant economy, community wellbeing, and strong engagement.

At its core, the City values its people, embracing diverse perspectives and fostering a culture of collaboration, innovation, and shared success.

The Opportunity:

The City of Red Deer is currently recruiting for an Executive Assistant to fill a regular (permanent) full-time position. Reporting to the Executive Advisor - Enterprise Strategy, Governance and Alignment, the Executive Assistant has broad responsibility for supporting the operations of the Enterprise Strategy, Governance and Alignment Division. The Executive Assistant provides executive-level administrative, project and coordination support to the Executive Advisor. Most of the activities of the Executive Assistant involve dealing with material that is highly sensitive or confidential. The incumbent will regularly be required to exercise discretion and judgement on matters of significance; this includes access to and working with extremely sensitive information such as documents related to confidential human resources and labour relations and Council matters. The Executive Assistant will conduct research, interpret and apply The City’s policies, procedures and Collective Agreements. As required, they will lead or participate in project work.

The Executive Assistant ensures that the Executive Advisor is supported in a manner that allows for the strategic use of their time through the effective management of day-to-day operations, priorities and corporate initiatives. The duties of this position require the incumbent to possess extensive knowledge of The City of Red Deer organization. This position ensures that the Executive Advisor has all documentation and information required to lead and/or participate in meetings, support Council and Executive Leadership Team initiatives, and make well-informed decisions. They will be responsible for coordinating divisional activities and initiatives, including planning, routing, scheduling, tracking action items and supporting the implementation of corporate priorities. The Executive Assistant drafts correspondence, reports, and conducts necessary research to ensure accuracy of information.

The Executive Assistant acts as a liaison to other Divisions, the City Manager, Council Administration and external contacts on behalf of the Executive Advisor. All aspects of this position require the incumbent to work collaboratively with others to facilitate a supportive team environment. The ability to achieve results independently without constant guidance from the Executive Advisor is expected.

Exceptionally strong communications, critical thinking, creative problem solving, organizational and time management skills are required as emerging issues bring constant challenge and change.

This job description applies to all GM Executive Assistants; some specific responsibilities may vary by Division.

Top Key Responsibilities:

Provide executive support to the Executive Advisor, including calendar management, meeting coordination, issue prioritization and divisional administration.
Prepare and coordinate reports, presentations, meeting materials, agendas, minutes, and follow-up actions for senior leadership and Council.
Act as a key liaison between leadership, staff, and external stakeholders, managing communications and sensitive inquiries.
Provide leadership, mentorship, and guidance to administrative staff while supporting process improvements and professional development.
Manage confidential HR, labour relations, records management, and customer service matters.
Support budget planning, financial administration, and procurement activities for the Division.
Lead or coordinate special projects, including timelines, budgets, stakeholder engagement, and reporting.
Promote and support health and safety initiatives

As our preferred candidate, you will have:

Successful completion of a two-year diploma from a recognized college in Office Administration or Business Administration or a Certified Canadian Administrative Professional designation. Project management certification would be beneficial. Equivalent combination of education and experience may be considered.
5 to 7 years’ experience supporting an executive level supervisor
3 to 5 years’ experience in a large, complex organization
Demonstrated strategic and analytical thinking skills, especially as it relates to problem solving.
Demonstrated tact, diplomacy and political acumen, specifically related to sensitive and confidential matters
Exceptionally strong written and oral communication, organizational and interpersonal skills:
Demonstrates ability to act decisively and to exercise a high degree of initiative and judgement.
Demonstrates ability to handle sensitive and/or confidential information tactfully, including human resource issues.
Demonstrates ability to manage time effectively and complete tasks with a high degree of accuracy and efficiency, while dealing with competing priorities and frequent interruptions.
Ability to work with little direction and manage diverse subject matters.
Ability to interpret City standards, policies, procedures and practices .
Proven ability to work in a team environment.
Possess strong research and analytical skills.
Ability to take systems approach to problem solving.
Requires the management of diverse responsibilities and the need to adjust priorities using sound judgement and informed discretion as project demands change.
Proven abilities to exercise sound judgement, leadership.
Proficiency in Microsoft Office suite of software and financial applications.
Working knowledge of social media applications (eg. Facebook, Twitter).
Demonstrated desire for self-improvement.