Executive Assistant, Department Head

City of Ottawa; Ottawa; On-site; CAD 66,000 - 79,000; Full time

Job summary

The City of Ottawa is seeking two Executive Assistants for its Community and Social Services and Recreation, Cultural & Facilities Services Departments. The role involves providing comprehensive administrative support, liaising with various stakeholders, and ensuring effective communication across departments. Candidates should possess a diploma in Business/Office Administration and have significant clerical experience. This is a full-time temporary position with a competitive salary range.

Qualifications

• Completion of 2 year community college diploma in Business/Office Administration or related field.
• Minimum of 4 years of clerical/administrative experience.

Responsibilities

• Provide administrative support to the department and general manager.
• Act as liaison between the department and internal/external stakeholders.
• Conduct research and compile documentation for projects.

Skills

Organization

Time Management

Client Service

Confidentiality

Education

2 year community college diploma in Business/Office Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

SAP

Job description

Requisition ID: 17286
Department: Community & Social Services Dept.
Employment Type: 2 Full Time Temporary Positions (Up to 1 Year)
Work Hours: 35 hours per week
Affiliation: Non Union/Non MPE
Salary Information: $66686,62 - $78027,04 annually (2025 rates of pay)
Location: 100 Constellation, Nepean
City: Ottawa, ON
Job Category: Recreation, Cultural & Facility Services; Community and Social Services
Application Close:04/06/2025

JOB SUMMARY

You are responsible for providing a wide range of confidential and proactive administrative support services in support of a department/ general manager. Acting as a key liaison between the department and a network of internal and external stakeholders—including senior leadership, external partners, and elected officials such as members of City Council, you will ensure seamless communication and coordination across complex and politically sensitive issues. Duties and responsibilities also include conducting research, compiling documentation and data supporting a branch project or department inquiries, generating and making revisions to reports, creating and updating databases and project files and coordinating the administration process. As a trusted advisor and administrative lead, your professionalism and political acuity will directly support successful departmental and community initiatives, decision-making processes, and the successful execution of projects that align with corporate goals and Council directives.

We are currently seeking two Executive Assistants, one for Community and Social Services Department and another for Recreation, Cultural & Facilities Services Department.

EDUCATION AND EXPERIENCE

Completion of 2 year community college diploma in Business/Office Administration or related field

Minimum of 4 years of clerical/administrative experience

KNOWLEDGE

• Relevant dispositions of regulations and legislation pertaining to the branch
• Branch goals, objectives, policies and procedures
• The City of Ottawa’s departments and internal operational and administrative procedures and relevant contacts
• General knowledge of MFIPPA regulations
• Principles and practices of office management
• Record keeping, filing and general office procedures
• Database and records management practices
• Information verification and basic statistical analysis techniques
• Computer applications, including Microsoft Word, Excel, PowerPoint, Access, SAP, Electronic Records Management System and other corporate standard software as required
• Knowledge of applicable health and safety legislation, including the rights and duties of workers General knowledge of City of Ottawa payroll and financial systems and branch policies, practices, functions, systems and procedures is an asset

COMPETENCIES, SKILLS AND ABILITIES

• Work independently and as a flexible and co-operative member of a team
• Excellent organization and time management skills and techniques: ability to work under pressure to meet tight time schedules and deadlines, prioritizing work and handling significant problems and tasks which come up simultaneously or unexpectedly
• Strict attention to detail and accuracy in the maintenance of records: ability to balance spreadsheets and produce statistical reports
• Conduct background research to investigate and solve problems in support of management and staff information needs, as well as project implementation
• Client service oriented: ability to use effective and tactful oral and written communication skills with clients at all levels of the organization
• Compile, organize and summarize data and information accurately and efficiently, applying policies and procedures
• High level of competence in dealing with sensitive issues
• Exercise independent initiative and establish priorities for own workload
• Exercise sound judgment, discretion and a high degree of confidentiality
• Interpret and explain rules, regulations and policies
• Discretion and confidentiality
• Make decisions on both routine and non-routine problems Integrity, tact and good judgment

Core Behaviours

Core behaviours define the City's expectations of the behaviours employees should demonstrate in performing their work. They are reflective of the City's culture and values and guide all our present and future activities. Every employee is encouraged to learn, embody, and demonstrate these core behaviours.

Review the Core Behaviours.

Leadership Competencies

The City has defined key competencies that leaders are expected to embody and demonstrate to successfully move the organization towards achieving its strategic objectives and create an organizational culture that supports and empowers employees to excel, grow and reach their full potential. These leadership competencies and associated behaviours are expected to be demonstrated by leaders at all levels of the organization.

Review the Leadership Competencies.

WHAT YOU NEED TO KNOW

• Language Requirement:Designated Bilingual – specific level of language proficiency: French: oral, reading, writing English: oral, reading, writing Candidates who do not meet language requirements will be required to participate in training.
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements.
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

The City of Ottawa promotes the principles of diversity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We encourage applications from members of Indigenous, Black and other racialized communities, persons with disabilities, women and non-binary persons, persons of all ethnic origins, religions, sexual orientations, classes, gender identities and expressions.
Candidates are encouraged to self-identify as a member of one or more designated employment equity groups in the self-identification questionnaire.

The City of Ottawa provides accommodation during all parts of the hiring process, upon request, to applicants with disabilities. If contacted to proceed to the selection process, please advise us if you require any accommodation.

Accessible formats and communication supports are available upon request. Please contact the HR Service Centreat 613-580-2424, extension 47411.