Executive Assistant to the Superintendents

Delta Police; Delta; On-site; CAD 55,000 - 70,000; Full time

Job summary

The Delta Police Department is seeking a Temporary Full-Time Executive Assistant to support the Superintendents and management team. This role requires a high degree of professionalism, discretion, and organizational skills to effectively manage schedules, communications, and tasks within a busy police environment. The ideal candidate will have strong administrative experience, the ability to handle confidential matters, and a proactive approach to problem-solving.

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Experience with managing confidential information.
• Strong verbal and written communication skills.

Responsibilities

• Manage schedules for Superintendents and coordinate meetings.
• Act as liaison and handle inquiries professionally.
• Prepare materials, reports, and maintain records.

Skills

Tact and diplomacy

High level of discretion

Communication

Time management

Multitasking

Critical thinking

Education

High School Grade 12

Two years post-secondary education

Tools

Microsoft Office

Electronic document management systems

Virtual meeting software

Job description

OVERVIEW

This is a Temporary Full-Time position lasting approximately 12 months
The Executive Assistant to the Superintendents will be expected to represent the Delta Police Department in a professional manner with the highest degree of diplomacy and discretion. This position provides administrative and organizational support to the two Superintendents, and the management team of the Delta Police Department as required.

NATURE AND SCOPE OF WORK
Duties include:

• Manage and maintain both Superintendents’ schedules, establishing priorities and efficiencies, coordinate calendar of appointments, invitations, conferences, seminars and other commitments. Ensure that all relevant materials are compiled for each event and also organize required travel and accommodations.
• Coordinate all arrangements for a variety of meetings and committees, preparing agendas and related materials, recording and preparing minutes, and conducting follow-up on outstanding action items with meeting and committee participants.
• Act as key liaison for the Superintendents’ offices, screening all calls and visitors. Includes interacting with all levels of staff, government, and external organizations, and the general public. Respond to requests, queries, and complaints, providing information or referring to others as appropriate.
• Prepare a wide range of materials, reports, and statistics, collecting and compiling information from a variety of sources. Compose correspondence and draft presentations.
• Plan and coordinate special events, organizing facilities, catering, gifts, and other related materials within a designated budget. Coordinate invitations, registration, and logistics with event participants and other event coordinators.
• Manage internal inquiries and maintain high levels of internal customer service relating to staff requests, inquiries, or concerns.
• Manage internal communications from the Superintendents to members, staff, and volunteers.
• Process and maintain a wide range of documents and records, including highly confidential and sensitive materials, develop document storage systems, and ensure efficient access and retrieval of documents as needed. Includes reviewing and processing all mail and email.

• Continuously assess administrative procedures, processes, and systems, developing and implementing improvements to optimize the efficiency and effectiveness of the office.

REQUIRED SKILLS, KNOWLEDGE AND ABILITIES

• Ability to handle sensitive and confidential matters, exercising a high degree of tact, diplomacy, and discretion, ensuring the security of the information and maintaining strict confidentiality.
• Proficiency in formulating accurate letters, templates, spreadsheets, and related correspondence, transcribing minutes, and proofreading reports and documents as requested.
• Ability to deal effectively, tactfully, and diplomatically with a diverse variety of people (internal and external) in a timely manner.
• Ability to deal with a high volume of work and meet tight deadlines by prioritizing work effectively and efficiently; balancing conflicting priorities in order to manage workflow.
• Ability to deal with ambiguity, identify problems, and take appropriate action or refer problems/issues to the appropriate people when necessary.
• Demonstrate an awareness and understanding of Police, City Council, Police Board, and Government practices and cultures.
• Ability to establish and maintain effective working relationships with the Senior Management Team as well as other internal/external stakeholders and the general public so that an effective line of communication exists between all.
• Ability to work independently, exhibit sound judgment, and make reasonable decisions in the absence of direction. Display initiative and willingness to take on new challenges and tasks.
• Ability to work well under pressure, multitask, have excellent time management skills, and maintain a clean, organized, and professional-looking workspace
• Display a professional and courteous attitude and demeanour at all times, and maintain a positive attitude that communicates job-related issues with a constructive, problem-solving approach.
• Able to use standard office equipment. Adept at using Microsoft Office, virtual meeting software (including Zoom and MS Teams), and other business software, and able to adapt to new technology.
• Experience and knowledge with electronic document management and sharing systems would be considered an asset (i.e., SharePoint, Teams).
• Strong and accurate keyboarding skills (minimum 45 wpm)

• Excellent verbal and written communication skills.

REQUIRED EDUCATION, TRAINING, AND EXPERIENCE

• High School Grade 12

PREFERRED EDUCATION, TRAINING, AND EXPERIENCE

• Two (2) years post-secondary education in a related field, plus senior-level Executive Assistant experience; or a combination of education and experience.

• Experience in research and appropriate referencing will be considered an asset.

REQUIRED LICENSES, CERTIFICATIONS, AND REGISTRATIONS

• Valid Class 5 Driver’s License for British Columbia
• Obtain enhanced security and criminal record clearance and maintain as such throughout employment.
• Will be required to sign an attestation of confidentiality.