Executive Assistant (Infrastructure Services)

City of Kitchener; Kitchener; On-site; CAD 55,000 - 75,000; Full time

Job summary

City of Kitchener is seeking an Executive Assistant to provide senior administrative and operational support within Infrastructure Services. Reporting to the General Manager, you will partner with senior leadership and the KU management team to coordinate calendars, prepare briefs, and manage confidential communications.

You will lead cross-functional administrative projects, support budget monitoring and purchasing, and help design efficient processes.

Qualifications

• Minimum 2-year diploma or two years of post-secondary education.
• Minimum 2 years of related and relevant experience.
• Ability to handle confidential information with discretion.
• Experience with budgets, financial administration and purchasing processes.
• Advanced proficiency with Microsoft Office 365 applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).

Responsibilities

• Provide executive-level administrative support to the General Manager and Director, including calendar management and meeting coordination.
• Support Infrastructure Services Senior Management Team and departmental leadership initiatives.
• Coordinate departmental initiatives, strategy activities and team-building events.
• Manage financial and administrative processes, including invoice processing, purchasing, expense administration and budget monitoring.
• Support onboarding, council reporting processes and governance requirements.
• Develop and maintain administrative systems and documentation; apply Lean improvements to workflows.

Skills

Organizational skills

Communication

Discretion/confidentiality

Project coordination

Stakeholder management

Lean process improvement

Independent work

Interpersonal skills

Education

Two-year college diploma

Post-secondary education

Tools

Microsoft Office 365

SharePoint

Teams

Job description

Overview

The City of Kitchener is seeking a highly organized, collaborative and proactive Executive Assistant to provide senior-level administrative and operational support within Infrastructure Services.

Reporting to the General Manager, Infrastructure Services, this position serves as a trusted partner to senior leadership, supporting the General Manager, Director of Gas & Water Utilities, the Infrastructure Services Senior Management Team and departmental initiatives across a diverse department serving more than 650 employees. The Executive Assistant also supports operational priorities within the Gas & Water Utilities, working closely with the management team of Kitchener Utilities.

Acting as a trusted partner to senior leadership, the Executive Assistant manages complex priorities, coordinates major departmental initiatives, oversees significant administrative and financial processes, and serves as a key liaison with internal and external stakeholders. The role requires exceptional organizational skills, sound judgment, political acuity, professionalism, confidentiality, and the ability to work independently in a fast-paced and continuously evolving environment.

This position is ideal for an experienced professional who thrives on managing multiple priorities, leading complex administrative projects, coordinating large-scale events and initiatives, and creating efficient systems and processes that enable organizational success.

Responsibilities

• Provide executive-level administrative support to the General Manager and Director, including calendar management, meeting coordination, correspondence and confidential communications.
• Provide administrative support to Kitchener Utilities Gas & Water division (KU).
• Independently manage competing priorities, anticipate leadership needs, proactively resolve scheduling and operational challenges, and ensure follow-up on key commitments and actions.
• Coordinate and support the Infrastructure Services Senior Management Team and departmental leadership initiatives.
• Act as a liaison between senior leadership, staff, elected officials, community partners, regulatory agencies and external stakeholders.
• Coordinate departmental initiatives, strategic planning activities, employee engagement events, recognition programs, workshops and team-building activities.
• Provide financial and administrative support, including invoice processing, purchasing, expense administration, budget monitoring, financial reporting and records management.
• Support onboarding and orientation activities for new employees, including coordination of system access, equipment, workplace requirements and administrative processes
• Support Council reporting processes, approvals and corporate governance requirements.
• Develop, maintain and enhance administrative systems, procedures and documentation to support departmental effectiveness.
• Lead and support continuous improvement initiatives by applying Lean principles and practices to streamline workflows, reduce waste, standardize processes and improve service delivery.
• Maintain confidentiality while exercising sound judgment, professionalism and political acuity.
• Foster a positive workplace culture through collaboration, relationship-building and a commitment to service excellence.
• Perform other duties as assigned.

Education

• Minimum 2-year diploma or two years in a post-secondary program in a related field.

Experience

• Minimum 2 years of related and relevant experience.

Skill Equivalency (if applicable)

Applicants will be considered if a combination of their education and experience meets the following pre-determined skill equivalency:

• Grade 12 Diploma plus up to 1 year of post-secondary courses with minimum 4 years’ related and relevant experience OR
• 3-Year Degree/Diploma with minimum 1 year related and relevant experience.

Knowledge, Skills, And Abilities

• Experience coordinating multiple priorities and managing competing deadlines in a fast-paced environment.
• Demonstrated experience supporting budgets, financial administration and purchasing processes.
• Proven ability to handle confidential information with discretion and professionalism.
• Exceptional organizational, communication and interpersonal skills.
• Advanced proficiency with Microsoft Office 365 applications, including Outlook, Word, Excel, PowerPoint, Teams and SharePoint.
• Experience leading or participating in continuous improvement initiatives, process redesign, workflow optimization or Lean projects.
• Experience coordinating large-scale staff engagement, culture-building or organizational development initiatives.
• Ability to perform work with minimal direct supervision.
• Reliable with a good attitude and employment record.