Executive Assistant to the Commissioner of Community Services

The City of Markham is proud to be recognized for the 5 th consecutive year as one of Canada’s Best Employers by Forbes and Statista Inc. In 2025, the City of Markham is ranked 2nd among municipalities in Canada and 12th overall for Government Services. The recipient of multiple environmental awards, we are recognized for our innovative sustainability and urban planning initiatives as well as our fiscal accountability. More than 366,000 residents call Markham home and benefit from our rich heritage, culturally diverse environment, vibrant local economy and focus on quality of life.

Applications are now being accepted for the Executive Assistant position in the Community Services Commission. To apply, please submit your cover letter and resume online by April 30, 2025.

Please note the salary range is based on 2023 rates and is currently under review.

Join us and make a lasting difference!

Job Summary

Reporting to the Commissioner of Community Services, the Executive Assistant will be responsible for ensuring the effective and efficient organization and coordination of the daily administrative functions of the Commissioner and the Commissioner’s Office.

The proactive administrative support provided by the Executive Assistant will include the following: actively managing the Commissioner’s schedule; composing and managing correspondence; managing inquiries directed to the Commissioner from the public, CAO and Members of Council; preparing meeting materials and presentations; the coordination of management reports and briefing notes from the seven departments from within the Commission; and the tracking and management of information and documents requiring the Commissioner’s attention.

Key Duties And Responsibilities

• A primary point of contact for internal and external stakeholders on all matters pertaining to the Commissioner. Communicate and respond effectively to all inquiries via phone, email, in person, and mail in a timely, professional manner with tact and diplomacy. Prioritize and determine the appropriate course of action and follow up to ensure resolution.
• Manage the Commissioner’s schedule including the arranging and setting up of meetings which include booking meeting rooms, making travel arrangements, ordering appropriate meeting equipment, ensuring required personnel are in attendance. Track and ensure that the Commissioner is kept well informed of upcoming commitments, responsibilities and follow up at all times while gauging the priority of an issue.
• Ensure the Commissioner is prepared for attendance at meetings, events, and functions including the development of agendas, and the preparation and/or organizing and coordinating of all supporting materials required including speaking notes.
• Organize and manage the Commissioner’s Council, Standing Committee and Advisory Committee meeting agendas and materials and ensure follow-up as required by the Commissioner.
• Prepare and manage communication materials for the Commissioner including memos, emails, letters, social media content, presentations and briefing/issues notes while ensuring confidentiality at all times.
• Provide administrative support for the Commissioner’s office including attendance management for direct reports, tracking and monitoring department/commission budgets, processing payment of invoices and purchase orders, reviewing expense reports, managing office supplies, e-filing, assisting with workshops and events, and scheduling meetings for others as required.
• Attend Commissioner Senior Management Team meetings and other project and team meetings as required; take minutes and notes and track follow up items and progress.
• Create and maintain all filing and organizational systems for the Commissioner and the Commissioner’s Office to ensure the effective flow, storage and management of information.
• Maintain and ensure Commission Business Continuity Plans are current and readily available while acting as a support to the activation of the Emergency Operations Centre if required.
• Undertake special projects directed by the Commissioner and take independent initiative to improve the effective and efficient operation of the Office. This may include research assignments, drafting reports, tracking and reporting on specific issues, recommending and implementing administrative process improvements, tracking systems, and the creation of templates among other activities within the office, etc.
• Organize and maintain systems to track progress of capital projects, strategic initiatives, action items, resident inquiries and management reports. Bring to the attention of the Commissioner any emerging issues. Track and monitor performance indicators as determined by Commissioner and Senior Management Team.
• Other duties as assigned.
  
  
  

Required Skills & Competencies

• At least five years of related and progressive experience in administration, client relations/customer service or related discipline. Government experience may be an asset.
• Minimum of high school diploma plus additional relevant courses (e.g. government administration, office management). Post secondary degree in Social Sciences, Political Science, or Public Administration, or related degree is preferred.
• Excellent oral and written communication skills with a demonstrated ability to coordinate the handling of and respond to both corporate and commission action items.
• Strong interpersonal skills and the ability to build relationships within the executive leadership team, the commission senior management team, staff, Elected Officials and constituents.
• Exceptional organizational, coordination and time management skills that reflect the ability to prioritize and perform multiple tasks seamlessly.
• Excellent attention to detail.
• Exceptional customer service skills including the ability to act with diplomacy and as a representative of the Commissioner and CAO as required.
• Advanced computer skills in Microsoft Office (Excel, Word, Outlook, and PowerPoint) and excellent keyboarding capability.
• Demonstrate a high level of professionalism with good judgment and the ability to deal with highly sensitive issues with confidentiality, tact and discretion.
• Proven ability to work well under pressure in a fast paced, complex and demanding political environment.
• Ability to gather information related to current issues and develop presentations, summary reports and communication materials.
• Highly resourceful team player with the ability to be extremely effective independently.
• Proactively seeks out opportunities to improve business and operational processes and procedures.
• Excellent researching, analytical, and problem solving skills.
• Knowledge of municipal government.
• Political astuteness and organizational awareness.
• Financial skills required to develop, manage, monitor and report out on department budget, process and track expenditures and manage invoices. Fiscally accountable.
• Will be required to work additional hours beyond a standard work day based on Commissioner’s schedule and office priorities.
• Will be required to communicate electronically outside of office hours
  
  
  

CORE BEHAVIOURS

• Service Excellence: Meets or exceeds service standards when interacting with customers in the community and in the organization.
• Change & Innovation: Responds positively and professionally to change and helps others through change.
• Teamwork & Relationship Building: Interacts with others in an inclusive, collaborative and respectful way that creates effective working relationships.
• Communication: Communicates in a clear, professional and respectful way; demonstrates active listening.
• Accountable & Results Oriented: Demonstrates ethical behaviour and accountability, aligns with City values, and abides by relevant policies and legislation.
• Management & Leadership: Demonstrates self-management, professionalism and engagement; leads by example.
  
  
  

The City of Markham is committed to inclusive, accessible and barrier free employment practices and to creating a workplace that reflects and supports the diversity of the community we serve. Please let us know if you require an accommodation and we will work with you to ensure a barrier free hiring process.

Please respect our scent free area by not wearing scented products when visiting the office.