Executive Assistant to the Deputy Chief Administration Officer

Ottawa Police Service; Ottawa; On-site; CAD 81,000 - 97,000; Full time

Job summary

A municipal police service in Ottawa is seeking an Executive Assistant to provide high-level administrative support to executives. The role requires three years of relevant experience and proficiency in office applications. Responsibilities include scheduling, correspondence, and travel coordination. The successful candidate will demonstrate strong communication skills and the ability to maintain confidentiality. The position is full-time with a competitive salary range from $81,885.44 to $96,436.34 annually.

Qualifications

• At least three years of progressive experience in an administrative assistant role.
• Ability to prepare reports and documents with precision.
• Experience in managing executive schedules and meetings.

Responsibilities

• Provide executive support services to executives.
• Compose and proofread correspondence.
• Coordinate travel and manage logistical details.

Skills

Communication

Problem Solving

Teamwork

Leadership

Adaptability

Education

Secondary school diploma - Grade 12 or equivalent, plus one additional year of relevant education

Tools

Word processing software

Spreadsheet software

Email applications

Internet software

Job description

Overview

Competition Number: 20511

Applications will be accepted until 2359hrs on 30/01/2026.

Posting Details

This posting is for anticipatory temporary and permanent positions. All civilian competitions include the possibility of extension and/or additional temporary or permanent positions.

Salary Information: $81,885.44 - $96,436.34 annually. (2026 rates of pay)

All applications must be received on time and through the online application system. Applicants are required to upload their cover letter and resume in addition to the candidate profile. The cover letter should clearly outline your qualifications for this position.

More information about our hiring process can be found on the website under the Hiring Process menu.

Job Information

Directorate: Executive Services

Section: Executive Services

Pay Group: Five (5)

Job Code: 10005248

Work Location: Central - 474 Elgin

Supervisor Title: Deputy Chief / CAO

Effective Date: April 1, 2022

Overall Purpose

• Under the supervision of the respective Deputy Chief or CAO, the Executive Assistant provides executive support services, on assignment to a member of the Executive (Deputy Chief or CAO).
• Provides executive administrative services for the Executive Office and the Office of the Chief of Police exercising considerable initiative and judgement and working in support of, and in partnership with the Executive Services Team.

Major Responsibilities

Provide Executive Administrative Services

• Prepare daily agenda and ensure meeting files are available as needed.
• Compose correspondence for signature and/or conduct research/collect background information.
• Prepare reports and other documents; proofread and edit documents for grammar, spelling and compliance with procedures, policies and standards.
• Follow up on directives, inquiries and correspondence to ensure they have been dealt with in an appropriate manner.
• Coordinate and schedule appointments and meetings.
• Plan for and support assigned meetings including preparing agendas and other information required, determining issues that will or may be addressed and other background information, compile/prepare briefing notes from various sources, send invitations/notifications, arrange facility, food, and equipment, attend meetings, transcribe/edit minutes, identify action items, obtain appropriate sign off and arrange for distribution of minutes, ensuring that action items have been delivered to those responsible and the appropriate follow up is monitored.
• Keep Chief’s office appraised of issues brought forward by OPS members.
• Coordinate travel and conferences by arranging transportation, accommodations, registration and per diems; prepare, submit and follow up on travel claims.
• Serve as principal liaison for Board report coordination and issues arising from Board reports.
• Liaise with other executives and members of the OPS, elected officials, community groups, government ministries, and embassies etc.
• Coordinate all translation requirements.
• Provide support to the Executive Officer in the preparation of the Police Services Board package and in the planning and implementation of the annual Community Awards Ceremony & Police Awards Ceremony. Coordinate all invitation logistics, including RSVP and gathering details such as where, when, dress, other attendees etc.
• Coordinate thank you responses to letters of recommendation (commendation) from the public and coordinate with appropriate internal office for recognition.

Major Responsibilities (continued)

Provide Reception

• Alert senior staff to urgent requests from Executives and others requiring immediate attention.
• Respond to, prioritize and/or refer queries.
• Receive correspondence (electronic or paper), review and establish priority and direction.
• Read, distribute and track incoming and outgoing correspondence or other documents.
• Greet and assist visitors.

Major Responsibilities (continued)

Assist With Office Operations

• Maintain petty cash.
• Assist with projects as assigned; provide insight to the Chief’s office during planning and implementation phases.
• Participate in regular and ad hoc meetings to increase the level of communication, team skills, etc., and to perpetuate a team-based approach to service delivery.
• Raise issues and concerns with an aim to resolve in a proactive manner.
• Recommend improvements to work processes and participate in their development and implementation.
• Support other executive support team members, as required, in the delivery of administrative services.

Manage And Maintain Data Integrity

• Administer records storage and retrieval and ensure confidentiality of all files/records.
• Create and maintain databases/tracking systems/reference manuals/hard and electronic files.

Perform Other Duties As Required Or Directed

Statement of Required Qualifications

Education

• Secondary school diploma - Grade 12 or equivalent, plus one (1) year additional relevant post secondary education or training.
• Experience and formal training combined may substitute for stipulated education requirements.

Experience

• Three (3) years relevant progressive experience in an administrative assistant role to management including utilization of word processing, spreadsheet, email, and internet software applications.

Certifications and Licences

• N/A

In-service Training

The following mandatory training and education is provided to all employees of the OPS:

• Occupational Health & Safety
• Respectful Workplace
• Violence in the Workplace
• Accessibility for Ontarians with Disabilities Act (AODA)
• Equity, Diversity & Inclusion (EDI)

Job Knowledge

Working Knowledge Of

• The Organization’s Mission, Vision and Values
• Research and data analysis techniques
• Solid knowledge of: Records management and other office applications including word processing, spreadsheet, email, internet, etc.
• Office workflow and protocol
• The various functions of the Office of the Chief
• OPS business plans, key result areas and administrative and operational infrastructure
• The role of the four corporate sections and their mandates

Understanding Of

• Municipal governance, Police Services Act Statement of Principles and its application
• The importance of client-centered service
• Political climate, both internal and external that affects the delivery of police services

Knowledge of the importance of discretion and integrity in safeguarding confidential information are recognized requirements of the job.

OPS Competencies

• Communication – Level 2
• Problem Solving – Level 2
• Teamwork – Level 1
• Leadership – Level 1
• Adaptability – Level 1
• Planning & Organizing – Level 1
• Service Orientation – Level 1
• Organizational & Environmental Awareness – Level 1
• Networking & Relationship Building – Level 2

Hours of Work

Monday to Friday day shift schedule. Occasional requirement for evenings. Occasional requirement for flexible or extended hours, including statutory holidays and weekends to meet operational requirements and section responsibilities.

Effort and Working Conditions

• Work is normally performed in a standard open office environment with minimal adverse working conditions.
• The incumbent must be able to work shifts as designated in the Hours of Work section of the job description.

Desired Qualifications

Oral, reading, and writing fluency in French or other languages.

Additional Competition Information

We thank all candidates for their interest; however, only those selected to continue in the selection process will be contacted. Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. The Ottawa Police Service promotes the principles of diversity and inclusion. We provide accommodation during all parts of the hiring process as required. Applicants need to make their needs known if contacted to proceed to the selection process. Accessible formats and communication supports are available upon request. Additional information about our hiring process can be found on the recruiting website. Please direct any questions to [e-mail].